Inventory and job logging database

Over the years I have been working, I've realised a searchable database of jobs done and using which inventory items would be very useful for both large organisations, and also for individuals as well.

The important things to log are (in no particular order):
When: Time frame
Who: The person or persons involved
Where: the locations involved
What: The objects involved
How: The process that was performed (e.g. replace, fix, switch off and then on)

What the database would require are:
Time
People
Places
Objects
Processes

One other aspect of this database that would be useful is booking equipment. But this could be thought of as a process?

Time:
Start time
Predicted end time
End Time

People
Login Name
Contact Details

Places:
Geographical
Room Number

Objects:
Serial Number
Make
Model
Specifications

Processes:
Type of process


An few working examples to help design the database:

A new iMac has just been delivered to the college and is put in a computer suite:

1. The database is logged onto with Username and Password
2. A process is selected called: Add item to inventory
3. User adds:
1. Make
2. Model
3. Serial Number
4. Organisation made Serial Number
5. Specifications
6. Room

A student would like to borrow an iPad:

1. The database is logged onto with Username and Password
2. A process is selected called: book out item
3. User selects
1. type of item:
1. Make: Apple
2. Model: iPad 2
2. Time from: Today at 12:15
3. Time until: Today at 16:00
4. User is show whether any iPad 2's available for that time
5. User confirms booking
6. User sees instructions

Well, just having another look at the database and found this nice little helpful question and answer about querying a database to find 'free' items. Also describes the database very nicely using MySQL (need to learn this)

I'm thinking about making it in Access and then exporting it to MySQL? Or perhaps I should just delve straight in?



Ready made alternatives:

Here is a list of starting points for different systems:
Drupal - Merci module - this looks good!!
Drupal - Resource booking
Drupal - Resource conflict

equipment booking system

Well, going over my previous post about booking systems it looks like my requirements are a little too niche. It appears there is no 'out of the box' solution. I shall review my needs below:

• booking multiple equipment at a time
• book day and time for pick up and drop off
• view availability
• 4 time slots per day
• all through online interface
• active directory logins

it appears jomrez is almost there, but lacks time slots and multiple items.

The only one which hints at all this is R&R, which is more of a custom build. No pricing up front, but they do demos. I shall chase this one up.

Sharing a MS Access database

So I've got an inventory database but have about 8 people who need to use it. Thought this wouldn't be a problem but turns out this stuff is more complex then it appears. When more then one person opens it (it's on a networked drive) a message keeps popping up about permissions. I did a quick search and found Microsofts help page here and there are a few options:

• Put it on a network folder
• done this which is where the problem is
• Split the database to front end and back end
• Use SharePoint
• Use a Database Server

The ideal one would be a database server. But unfortunately I lack the knowledge to create the queries and forms for the web.

Next best is either SharePoint or splitting the database. Here's an article on SharePoint but I'm unsure whether we have SharePoint enabled somewhere and also how to do it.

My favourite option is Splitting the Database. Basically have the tables in on database (the backend) and the forms, queries and reports in another (front end). Heres a quick forum post on how to do it.

Inventory Booking mechanism for Inventory

Now I'm getting into Joomla, thought I'd check out a few inventory booking extensions. Found one which looks excellent - JomRez

Here's a demo of it on their servers.

With this system I can visualise the situation working as follows:

1. Browse to the correct webpage
2. log in
3. if your a student:
1. search for the resource
2. book it out if it is free
4. if your staff
1. add resources
2. check booking status
3. sign back in
4. search for free resources

Questions

1. could it use Active Directory logins?
1. Yes, I think so. Found this forum on the topic although couldn't look at it
2. does it manage assets?

One thing I have read is that it is good, but to get it really customised you will probably need to buy the extensions. These generally start at £9.99 and go up to £29.99.

The next thing to do is to test it:

1. install MAMP
1. make a new database in myphpadmin
1. I named it "inventory"
2. install Joomla
3. download JomRez and install
1. found this article on how to install
1. download Download jomres_webinstall.zip or just jomres_webinstall.php
2. Place this in the root of the joomla
3. run the jomres_webinstall.php in the browser
1. this came up with:
1. We are unable to comunicate with the updates server, you might have a firewall preventing your server from communicating with the jomres.net servers. You should create some rules that allow your server to communicate with the domains "updates.jomres4.net", "plugins.jomres4.net" and "license-server.jomres.net"
2. I could ping all of these from my machine?
2. So, might as well just install it manually
4. Nope, can't find the manual install zip.
5. installed it on a server using the webinstall and worked fine
4. add assets
1. as it's geared for hotel bookings the only way I've thought of doing it is to add each asset as a room in a hotel.
2. I'd have to go into the database and find the room type and add a different room type for each different item we had.
5. test asset management
1. can't really manage assets
6. test booking mechanism
7. test logins

Well, to conclude, if I want this to work as an inventory management utility I'd need to buy plugins. It's ridiculously restricted.

The way I can concieve to make it work is to have the college as a hotel, and it have 'room types'. You can have a number of each room type, each bookable. Too confusing.

Had another look on Joomla and found only paid things! Doh! Can't get everything for free. I shall go back to Access Databases.

Lending Library Database Template Current Lending Issues

Well, I do believe that I have a previous post describing my want of a booking out system, and having found the "Lending Library Template", posted here. I've started testing.

One problem found was that if you viewed a persons details (Contact Details form) and clicked on "Current Lending" tab, it would list ALL off the items being lent out to EVERYONE. This of course wasn't the intended design I can imagine, and so is a slight fault.

After doing a few google searches I found two people with the same problem, and the second of which was lucky enough to get talking to an expert. He found the problem to be with the table in the tab. It simply needed "Link Master Fields" to have "ID" and "Link Child Fields" to have "Checked Out To" in the properties.

Change "Linked Masters Fields" to ID and "Linked Child Fields" to Checked out to

This worked a treat. Thank you HiTechCoach