Equipment Accountability & Rental Workflow Improvement
The problem
Inventory audits revealed missing machines and attachments with no clear record of where they had gone. Some attachments remained in inventory after the related machine was sold. Unserialized items were difficult to identify, and rental movements lacked consistent photos and inspection records.
The approach
I led the investigation, designed the new processes, and selected, configured, and rolled out Record360 across the organization. I also trained the team, connecting inventory controls with the daily work of yard staff and rental coordinators.
The solution
Reconcile attachments with completed machine sales. Assign serial-number tags to previously unserialized attachments and record those IDs in the DMS and Record360. Give yard staff daily mobile inspection tasks that capture photos, checklists, fuel levels, hours, and damage at check-out, check-in, and rental return. Send the records to rental coordinators to update contracts and bill applicable charges.
The value
The processes remain in use across the organization. They improved inventory accuracy and damage recovery, and generated additional revenue from fuel and overtime charges through more consistent documentation and billing.
View the inventory controls and workflow
Identify each attachment
Illustrative tag with a fictional ID. Attachment serial numbers are recorded in the DMS and used in Record360.
Reconcile the sales record
Audit machine and inventory quarterly to identify any missing items. Reconcile with sold assets and machines on rent to identify whereabouts
Document the rental movement
Workflow summary illustrates the implemented process; it is not a screenshot of Record360.