Using the PDA
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Contents |
Overview
The primary function of the PDA device is to allow mobility while performing transactions on items. Almost every function available on the PDA is also an option within the browser-based Tracker system. The advantages users report to using the PDA are portability and mobility. The PDA also offers a simplified process associated with the following functions:Checking items in or out, moving items, disposing of items and performing an audit.
Important Notes
The PDA will not function properly unless it has been correctly setup and installed. Please read the MC50 install guide before proceeding.
The PDA device will hold approximately 1 million transactions before it will need to be synched with the system.
Suggestion: We recommend that you sync and execute your transactions regularly. Most users do so after completing a batch of transactions.
Bar Coding & Printing Location Labels
The PDA device not only allows you to be more mobile when performing transactions but it will also allow you to perform transactions much more quickly. The increase in speed is accomplished by scanning bar codes as you are performing the transactions. To check out multiple items you can simply scan the bar code on each item. Scanning a bar code is quicker than typing in the corresponding number. Scanning a barcode is also going to provide a more accurate translation of the number. This method decreases the likelihood of human error. Even if the scanning process doesn't work correctly, it will not accidentally record the wrong number.
Before you can properly use the PDA device, every item in your evidence or property room will need a barcode. This can only be accomplished by entering each item in the system or importing a mass set of items (Please call Tracker Products support for help with importing items). The final step in entering item information in the system is to print a corresponding label that will contain a bar code. Not only will all your items contain a bar code but all your locations and sub locations will also contain a bar code label.
Barcode tags for your locations / sub locations will be printed on the same labels as you print your item tags. To print location / sub location locations, click the Custom Fields icon on the Quick Menu within Tracker's browser-based system Note: This instruction is not referring to the PDA unit but the actual Tracker system. From there go to the Miscellaneous customizations tab. At the bottom of the screen you will see a list of your property room locations and temporary locations. To print a label, select the location to print and click the print button at the bottom of the list of items. Select your Zebra printer and print the labels. After you have tagged all of your items and locations with a bar code, you are ready to start using the PDA unit.
Note: It is not necessary to barcode every item and location in your room before you starting using the PDA device. However, you can only perform transactions on items with a barcode and you can only check in items that have a barcode on the location. Therefore, it may be easier to get all locations and items tagged before you try to perform transactions on the PDA unit.
Using the PDA
When you turn on your PDA unit you should see the main screen of the PDA operating system.
Click the Start drop down menu and select Evidence Tracker. If you do not see the Evidence Tracker menu selection on the main menu, select the ‘Programs’ option towards the bottom. The ET icon will either be in the programs section or on the main menu.
Once you open the ET software, you should see a login screen with a drop down menu for Username and Office. It is extremely important that you select your name from the drop down before performing any of the PDA transactions. The second drop down should have your department name in the list.
After you select the correct username and office, you are ready to login. Click the ‘Login’ button.
PDA Security
You may have noticed that the PDA software does not require a password. Don’t worry, this was intentional. Passwords are not stored on the PDA unit in case it is lost or stolen. Tracker Products designed another security feature to protect your information. Anyone can perform transactions using any username in the dropdown. However, those transactions can only be imported and executed by the same user who performed the transactions. Therefore, if you select Bob Smith from the username field, you can only execute the transactions in the system if you are logged in as Bob Smith. If you select a different username and try to perform a transaction, the system will not allow you to execute the transaction.
PDA Main Menu
Now that you have turned on the PDA software and selected a username, you are able to proceed with your transactions. You have the following options:
- Audit –Inventory of items in one or all locations
- Move – Move item(s) from one location to another
- Check In – Check in a currently checked out item
- Check Out – Check out a currently checked in item
- Dispose – Dispose of any items(s). (i.e. return / destroy)
- Settings – Modify the settings for the PDA device
PDA Check Out
The two most common transactions on the PDA unit are the check in and check out. Let’s first see how to check out an item that is currently checked in to the system.
From the main menu, click the Check Out button. You will be directed to a screen that looks like the screen to the left. There is a section to type in the person to whom you are checking the item out to and an area to select why you are checking it out to the recipient.
The ‘Checked Out To’ field is usually text manual entry field. You will use the keyboard on the PDA device to type out a name. The Reason field is most commonly a drop down menu but can also be changed to a text field.
The 3rd section is a listing of the items that have been scanned for check out of the system. After you have filled the ‘Checked Out To’ and ‘Reason’ fields, you will start scanning the barcodes of the items that are being checked out to that person.
Note: To scan an item: click the trigger button that is located on the left or right side of the PDA unit. It is in the shape of an oval. When you click the button it will project a red infrared target. The projection will contain a + sign in the middle with four red marks around the outside. Hold the scanner far enough away from the barcode so that the four red marks encompass the barcode with the + sign being in the middle of the barcode.
Note: When scanning a barcode, you will want to hold the scanner close to the barcode and begin to slowly pull away. For whatever reason (sorry I don’t know why) the scan of an item works more quickly when you pull the PDA device away from the barcode. If you hold the PDA device still it may not read at all.
When you get an accurate read, the ‘Items’ section will begin to populate with the items you are scanning. Continue this process until you have scanned all the items being checked out to this person. When you have scanned all the items that are being checked out, click the ‘Done’ button on the bottom left.
After clicking "Done", you will be directed to a signature capture screen. This section allows you to collect a signature from the person that is checking out the items. To complete the signature, have the person taking the items use the stylus to sign their name in the signature box.
Save Signature – Click this button if there is a signature to be saved Skip Signature – Click this button if there is NO signature collected Clear – Click this button if you want to clear the signature section in order to type in a new signature
If you are finished with all transactions, you can place the PDA unit on the cradle device. This will begin the process of uploading the transaction file to the server. After you receive the message ‘Sync complete’ with no errors, the transaction file will have been uploaded. You can now log into the main system to execute the transaction.
When you place the PDA unit on the cradle, it should automatically begin the file upload process. You will see a list of events that are occurring. After you get a ‘Sync Complete’ message, you can log in to the system to execute the transaction.
PDA Importing Transcations
After the transactions are imported into the system, they need to be executed / applied. We require the transactions be executed mainly because of the security feature that was explained earlier in this document. You can only execute the transactions if the name used when logging into the PDA lines up with your username supplied when logging in. If they do not match you can’t run the transaction.
After logging into the main system click the ‘PDA Transfer’ icon
After clicking the PDA transfer icon you will be presented with three PDA tabs at the top. 1. Audit 2. Custody Changes 3. Change Disposition. Any check in’s, check out’s, or move’s will be found in Custody Changes section. All audit information will be found in the Audit section and all disposition transactions will be found in the Change Disposition tab.
To execute the check out that we performed earlier, you will click the ‘PDA Custody Changes’ tab at the top. This will show a list of all imported custody change transactions.
Suggestion: If you do not see the transaction that was completed on the PDA, you may have selected the wrong username on the login screen of the PDA device. You will need to redo the transaction with the correct username selected.
Green Check Box - The green check box on the far left indicates that this transaction will be executed when you click ‘Submit Custody Updates’ button. You can click this box to change to a red X, which will delete the transaction when you click ‘Submit Custody Updates’. You may need to delete a transaction that you do not want imported.
What happens if you try to check out an item that is already checked out? There are numerous errors that can occur when trying to run a transaction on the PDA device. If you attempt to submit a transaction and you get an error, these codes allow you to identfiy the cause of the problem and fix it before proceding.
- Error Code 100 – You are attempting to execute a transaction that is older than the most current transaction on this item. This will be rare. If there is a newer transaction on an item, it will not import and execute an older transaction.
- Error Code 101 – You are attempting to check in an item that is already checked in.
- Error Code 102 – You are attempting to check out an item that is already checked out.
- Error Code 103 – You are attempting to check out an item that is currently in a temporary state.
- Error Code 104 – You are attempting to run a transaction on an item that is disposed.
- Error Code 105 – You are attempting to run a transaction on an item that does not exist.
- Error Code 106 – You are attempting to check in an item to a location that does not exist.
- Error Code 107 – You are attempting to check in an item to a sub location that does not exist.
PDA Check In
This area will allow you to check in items that are currently checked out of the system.
From the main menu, click the Check In button.
When performing a check in you will manually type who you are checking the item in from. Next you will scan the location bar code and the item bar code for the item. You only need to scan the location / sub location bar code one time per group of items that you are checking into a specific location. IE, If you have five items going on shelf 1, you only need to scan the barcode for shelf 1 one time. If you have five more items going into check 2, you need to start a new transaction for the next five items.
As with the check out feature, when you are done, place the PDA device on the cradle to upload the transactions. You will then need to login into the system to execute the transactions.
PDA Move Items
The move feature will allow you to move one or more items from a current location to a new location.
To move an item, scan the new location of the item and the item(s) barcodes that are being moved.
When you are done with the transactions, upload the information to the system and execute.
PDA Disposition
There are two forms of disposition in our system. The first is actual disposition of an item, which is the destruction or return of an item. The other form of disposition in the Tracker system is the preparation an item for disposition.
When you click on the Dispose button, you will be asked to click which option applies to your disposition. Are you ‘Disposing’ of an item (actually getting rid of it) or ‘Updating’ an item (preparing it for a final disposition)?
Selecting and completing the ‘Disposing’ option will render the item disposed in the system. Selecting and completing ‘Updating’ will simply update disposition properties of the item.
Regardless of the option selected, you will be redirected to a screen where you will begin to scan all of the items that you will be applying this disposition to in the system.
Note: You can scan as many items as you want in this area, but all items will have the same form of disposition applied. You will need to start a new transaction if you want to apply new disposition options to new items. For example: If you are returning 5 items to an owner then you will scan all five items and complete the transaction. When that transaction is completed, you can go into the system and destroy the five items.
After completing the scan of all items, click the ‘Done’ button in the bottom left hand corner.
After you have completed the scan of all of your items, you will be directed to a page where you select how these items are to be disposed.
- Disposition – How are you disposing of an item?
- Disposition Code - This is used primarily for preparing an item for disposition. Please see the disposition help file for more information on the Disposition Code.
- Disposed By - Who is performing the disposition?
- Date – Date of disposition
- Notes – Notes about the transaction
When you have completed all the disposition information, you will click the ‘Done’ button in the bottom left hand corner.
The final step in the disposition process is collecting a signature of the person performing the transaction or the person who is collecting the item.
When you have completed the signature, click the ‘Save Signature’ button or click ‘Save’ in the bottom left corner.
PDA Audit / Inventory
The audit feature of the PDA device allows you to perform audits / inventories on your items. The process is actually very simple.
Note: EvidenceTracker.com will allow you to perform audits all the way down to the bin level. The bin level will only apply if you are using sub-locations in the system. Most users of our system will use locations only.
Agency -> Locations -> Sub-Locations -> Items
- Items belong to sub-locations if you are using sub-locations
- Items belong to locations if you are not using sub-locations
- Locations belong to the Agency.
- Click the audit button on the main screen of the PDA unit
- A screen will instruct you to begin to scan barcodes. The first barcode you will scan is the barcode for the first location you are auditing (i.e. Safe / Gun Locker). The PDA device will show the Location ID for that location (i.e. Loc1-313) after you scan it.
- If you are using sub-locations then you will scan the first sub-location within that location. The PDA device will show the Sub-Location ID for that sub-location (i.e. Cont1-548)
- Now you will begin to scan all of the items that are in that location / sub-location. If you are NOT using sub locations, then you will scan all of the items into the same location. If you ARE using sub locations then you will scan the sub location barcode of the next sub location before scanning all of those items. The general rule is to scan location barcodes before items that belong to that location.
Example audit without sub locations
- Location1 -> All items in location 1
- Location 2 -> All items in location 2
- Location 3 -> All items in location 3
- And so on….
Example audit with sub locations
- Location 1 -> Sub Location 1 -> All items in sub location 1
- Sub Location 2 -> All items in sub location 2
- Sub Location 3 -> All items in sub location 3
- Location 2 -> Sub Location 1 -> All items in sub location 1
- Sub Location 2 -> All items in sub location 2
- And so on….
NOTE: The scanning process is essentially attaching the items to the locations / sub-locations that you are scanning. The system will then compare what you are scanning against what the system has listed as a location / sub location. If there is a discrepancy then you will see the error. If the scan and actual location align, then there will be no discrepancy listed. Ultimate success will be based on how few discrepancies you have and how quickly you can fix the discrepancies.
- After you are done with all scanning, place your PDA unit on the cradle. This process will upload all the transactions into the system.
- Log in to the ET system.
- Click the PDA transfer icon
- Under the PDA audit tab you should see the audit that you completed on the PDA
- Make sure there is a Green Check in the check box. You will be prompted to add this audit to a new report or an existing report. For now select a new report and name your report.
- Click ‘Submit Audit’. This will import the audit into the system
- Click the Audit drop down menu at the top of the main menu page
- Select discrepancy report
- Click on the name of the audit that you just imported
- You will be directed to a page with a drop down menu. Select that drop down menu and click the option that applies. If you did an audit of the entire evidence room, then select all locations. If you completed an audit on a specific section, then click that location from the drop down menu.
- Click generate report
A report that details all discrepancies will be generated immediately.If you have no discrepancies, then you have a perfect audit.
Updates
6/17/08 PDA Software version 1.4 is released.
- The main screen now shows who is logged in to the PDA device.
- FTP Proxy: If you are using the hosted version AND your network requires you to go through a Proxy server, we now offer Proxy settings on the PDA. Adjust these settings by going from the Settings icon go the FTP Proxy tab. This page will allow you to select from several different proxy types and required authentication options.
