For our technical department at a North German museum, we are looking for inventory management software with a project-based lending function for inventory management.
The software should meet the following requirements (requirement profile):
The order listed should not be considered a ranking in priority. If this is necessary, such a classification must be discussed separately.
Application design
- “On premises” installation and backup must be possible; no cloud-based application desired
- Scanning process Inventory via Android smartphone/app The scanning process for checking in and out inventory must be carried out via smartphone and app.
- Scanning process Inventory via QR codes To facilitate the check-in and check-out process, the software should be able to handle a QR code-based scanning process via smartphone (Android). Alternatively: same requirements, but scanning process via barcode.
- The ability to create multiple users with freely configurable access rights – multi-client capability since a user who has read and edit access to the media technology area, for example, should not necessarily have the same permissions for lighting or display cases. It must be possible to set up access with read-only access or to completely block areas for non-admins.
- An intuitive user interface to keep the training time for non-IT personnel as short as possible, the software should have a user interface that is as simple as possible. However, since this involves working with databases, this point should be viewed in relative terms and is considered to be of secondary importance.
- The ability to create calendar-based projects (exhibitions) for which inventory can be reserved on a calendar basis.
- The ability to export reports on inventory, loans, and projects based on specific selection criteria (filter function). The software should be able to create overviews for people without access to the inventory (e.g., external personnel). To do this, it should be possible to export a search or complete list in a clear format (.pdf or similar).
Features
- Project booking must be time-based and provide warnings in the event of double bookings. It is essential that the software can process multiple time-based projects (exhibitions) and, ideally, also allows the integration of open-ended projects (permanent exhibitions). The software should be able to assign different statuses to projects (e.g., “in planning/reserved” and “confirmed”).
- Category-based integration of different additional information Different device categories require different additional information that is relevant for their selection. For example, a projector has completely different relevant information than a loudspeaker.
- Option to attach external files such as photos and operating instructions Inventory areas should be linked to a responsible person so that anyone who has read access to an area can immediately see the contact details of the responsible person to whom they should address any questions or requests.
Desirable
Online reservation system The ability for users to view inventory online and, if necessary, create calendar-based reservations for individual items.
Two main workstations are planned for software workstations in the warehouse, with additional workstations to be added according to the requirements profile.