IPTD-330
Warehouse Filing Box Inventory System
Description
This will explore options for better tracking/inventory including leveraging Slingshot.
Problem Statement
The current tracking does not ensure information about disposed files and boxes. There is no history about a record such that missing boxes cannot be explained or possibly found.
Project Justification
X files are lost over Y timeframe. DEP cannot produce a record for any file previously destroyed whether appropriate or not. As per DARM requirements we need to...
Estimated Transactions
25 boxes per day requested; boxes can be out for up to 1 year or more for legal cases; couple hundred boxes out at any given time, being moved out or back in
Target Rollout Date
None
Target Rollout Date Reason
None
Activity
Show:
I returned this project back to “Active” status today having learned that the program has yet to convert existing records on the old system into sligshot sufficient to shut down the old system and the server it resides on. Rich Hyjack and I were discussing project 486 about F&W check handling and Rich mention that the old check system and the box inventory were among the last items on a remaining server which is crashing periodically due to each of these systems at times. Rich confirmed through Jeff MacMullen that the conversion is not complete yet with Brandon Mazur working toward it. I will follow-up with Sam Baldeo for Facilities to seek updates on the full Slingshot adoption in order to allow for eventual server shutdown.
Procured with Slingshot. Bureau of Support Services working with Slingshot on day-to-day basis now.
On 6/20/2023 DOIT met with Bureau of Support Services and Slingshot to discuss the integration of the Box Inventory system into Slingshot. Brandon Mazur provided Slingshot with process info, needs and specs on existing system. Slingshot is evaluating scope, and will provide an estimate (up front and annual costs) for consideration and contracting.
2022 - 26,000 boxes pulled. (had to be counted by hand)
Pain points:
Manual entry of what is requested. box # and shelf # entered into inventory.
Handwriting often not legible.
Jim thinking that slingshot is worth engaging immediately and to pass requirements on to them (not for today).
Bobby has already met with Slingshot (Karen Ross) who provided preliminary numbers.
Some aspects of licensing relate to how many people need to generate orders for boxes.
Funding? - Budget and Financing will need to look at current OPRA assessments and make adjustments as pricing is clarified, and ideally leads to overall cost savings.
Bobby can connect with Mike, Victor (PM), and should include Matt as we go.
Meetings to happen through Bob.
DOIT can lend support to engage with the old Access system.
Slingshot operates with up-front work covered in licensing.