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I'd be interested in hearing from school districts or any organization who has used Maximo to track Musical Instruments (or any analogous items) being lent to schools or multiple sites. Were they implemented as Tools, or Assets, or Something Else Entirely that I Don't Know About Yet?
Instruments are currently inventoried in an Excel spreadsheet along with their accessories (cases, peripherals, straps) at a central warehouse and distributed out to students. The spreadsheet data is merged with a Word File to create student contracts. Online Payment by student parents for these items is currently tracked through yet another program, which presumably talks to our financials at some yet undetermined point. There is yet another spreadsheet used to generate Job Numbers for vendors who maintain and repair instruments.
Arts Department would also like to barcode the instruments with their cases in some way that would be able to survive the sanitization process that is necessary when the instruments change ownership.
Thanks for any suggestions.
Well, I'm not a school district or organization managing musical instruments, but if you already have Maximo, you could easily handle this. My opinion would be to track the instruments as assets with accessories as spare parts or child assets (KITS!) Since musical instruments will break down and depreciate (except your Stradivarius instruments of course), it makes sense to track them as assets.
You can track students, contracts, payments, and the entire issue-return-repair cycle in Maximo. Physical tagging, I'm sure we have some (remaining) expertise here to suggest methods. Who wants to play a trombone with an asset tag hanging off it though?
-C