Royal 4 Government Solutions

Police/Sheriff

WISE allows Police and Sheriff Departments to Track Law Enforcement Equipment and Stock Inventory


Police and Sheriff work with the community to protect life and property through proactive problem solving, fair and equitable law enforcement, and effective use of available resources

Due to increasing regulations and compliance issues on fixed assets and inventory by auditors, the nations Police Departments are required to perform important physical inventory and asset audits in order to meet governance mandates.

Even today, many Departments track and assign assets utilizing a hard copy check out-in system in combination with multiple spreadsheets without accounting for inventory values and disposition of items. They need an effective automated system of tracking inventory consumables and fixed assets to consistently meet city, county, and state guidelines which mandate they be able to show asset transfers, loans, and disposal.

Many departments find the challenge of tracking and managing thousands of items—everything from inventory on hand, inventory costs, lifecycles, disposition of inventory. Further, assets that are checked out-in, assigned, filed, and calibrated for required maintenance or repairs on equipment, bullet proof vests, radars, and weapons to be a severe resource drain. These are resources that could be better used in the first responder role. In many cases, logistics personnel did not have the resources to administer cycle counts or verify equipment issued out to personnel with paper-based systems.

The main challenges faced by public safety organizations everywhere:

  • Personal equipment being manually tracked
  • Difficulty in generating necessary reports
  • Inability of accessing information about equipment issued outside the department
  • Time consumed when equipment is issued out and returned
  • Manual transactions with paper documents pulled, filed, and entered into spreadsheets
  • Errors
  • Paperwork lost, misfiled, or not properly updated.



WISE for Materials, Supplies, and Assets is the logistics solution for:


  • Automated data entry using bar code technology.
  • Greater accuracy and eliminating duplicated records
  • Eliminate redundant manual systems
  • Increased transparency of logistics function
  • Built-in data verification and system security
  • Reduced time to create/produce custom reports or export data
  • Manage materials and supplies to meet City, County, and State Auditor guide-lines for asset transfers and disposal.
  • Track equipment requiring calibration or replacement (radars, weapons, bullet proof vests, etc)
  • Regularly audit materials, supplies, assets and equipment issued to personnel.
  • Attach documents or photos (e.g. repair documents) to follow an item through its repair cycle.
  • Providing updated information regarding the location and cost center of each item or asset.
  • Reduce costs by minimizing inventory losses and unaccounted assets.



Accommodate grant compliances.

A clear advantage to WISE is being able to provide grant compliance. Track grant awarded items, run reports for auditing purposes, and attaching pictures and documentation associated with the grant to the item all in one system with complete connectivity to agency financial systems.

WISE provides an automated and proficient way of keeping track of the movement and value of expensive equipment and at the same time, reduces the personnel requirements for managing materials, supplies, and other assets.

Individuals become more accountable for their equipment by accurately identifying where an item should be assigned, located, and when it should be replaced or repaired. A detailed audit trail for movement of materials, supplies and assets is included.

When tracing and tracking materials, supplies and assets, resources are optimized by avoiding overstock items and quickly find items that are spread out over multiple locations where stock is stored.


Fire/Emergency Services

Fire departments reduce logistics expenses with WISE

Fire department logistics extends to the overall management for all the department’s short and long term materials, supplies, and assets, including checking equipment in and out for all stations, vehicles, and employees, stocking materials and supplies, ordering new items via the agency’s existing ERP purchasing system, maintaining and replacing items, and tracking stock at all locations

Fire departments doing all their materials, supplies, and asset tracking manually with pen, paper, Access and Excel are the norm. But, requirements dictate accurate records to be kept for items in stations and issued to employees. Materials, supplies, and assets range from consumable inventory to dated expiration items like the firefighters’ personal protective equipment. In addition, equipment must be monitored for scheduled maintenance and inspection, such as fire extinguishers, and batteries for electrical components.

WISE facilitates the tracking and tracing items that require detailed reporting for governance and to accurately report activity by individual fire station or supporting locations, and by each employee for both inventory and assets. This responsibility is traditionally assumed by the agency financial systems, but financial systems are cumbersome to produce up to the minute data and information for decision making and the level of accuracy is usually only reliable to the last physical inventory.

Fire departments are responsible for maintaining a wide variety of materials and supplies consumed in the process of providing protective services, and assets which required tracking and tracing. But, complicating logistics is that for financial purposes, the Enterprise Resource Management (ERP) is generally the system of record for requisitions, purchasing, tracking inventory valuation, depreciation schedules, and financial reporting.

WISE provides the logistics system to track and trace materials, supplies, and assets with direct links to the agency ERP for managing the financial requirements when called for. What cannot be justified is creating an additional inventory system outside the ERP and duplicating the effort and functions provided by the finance department. WISE synchronizes the two systems so manual intervention for the performance of physical inventories, financial reports, depreciation schedules, closing the agency books, and decision making would be avoided.

WISE fulfills the requirement for a logistical system that manages the function of track and trace, for materials, supplies, and assets while at the same time interfacing in real time to the ERP system for completing the financial requirements of inventory and asset management required for financial governance.

 

WISE is a materials, supplies, and asset management tracking and tracking system allowing the department to:


  • WISE is OneIntegrated Logistics System forMaterials, Supplies, and Assets
  • WISE Integrates to ERP wherematerials, supplies, and asset data accuracy is needed
  • WISE assigns Attributes describing unique departmental Material, Supply, or Assets
  • WISE suggests Replenishment scenariosbased onconsumption patterns
  • WISE has built in, configurable, receiving, storage,and movement rules
  • DynamicCycle Counts eliminatesthe need for taking an Annual Physical Inventory
  • GlobalWeb Access allowsaccess where no RF coverage may exist
  • Visibility - reports and queries with security controlsat every level ofoperation
  • RealTime trackingand tracing of hazardous or toxic materials
  • Lot,Mfg Code, Date, and Serial Number Control byAsset and Vendor


Fire departments need to interface in real time to the agency financial system (ERP) to update the financial system of all the activity and data to produce the necessary financial and governance reports without duplication of effort or adding more physical processes.

WISE performs this logistics function without duplicating the inventory in the department and the financial system. WISE extends the ability to eliminate data entry with bar code technology, while not dependent on an RF (radio frequency) infrastructure, RF scanners, and barcode printers for labels located at every location where transactions take place. WISE utilizes smart phones, tablets, and other devices to extend the range of the paperless system to areas that normally would be inaccessible.


This is acceptable for warehouse operations, but many of the transactions take place in the field or in vehicles outside the range of the RF network. Covering the entire department with RF was an unacceptable option and WISE eliminated this barrier to system deployment. WISE assumes the interface to the ERP system is also a basic requirement, and provides standard interfaces to the most popular ERP systems.



WISE assures that every item of materials, supplies, or assets is tracked in real time and the element of human error is removed from the process. In addition, a real system means that data for quickly generating reports is available immediately for any facet of tracking. You never have to manually configure data or produce reports when information is needed. Automating the linkage to ERP means annual budget process and reporting is automatic and ongoing, so there is no panic time during budget cycles to get data together for budget meetings and forecasting.


Even one person devoted to managing a logistics system in the department is too many. This function should be completely automated and require as little direct or indirect resources to manage the system as feasible. This means more time and resources are available for the Department’s mission to serve the public


 


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