MUSICAL LIBRARY

PROPOSAL BY BEN RYDQUIST

DEVELOPED FOR VALLEY CHRISTIAN SCHOOLS
TABLE OF CONTENTS

Executive Summary 3

The Problem 4

Project Description 5

Cost Analysis 6

Assessment Strategy 7

Conclusion 8

Appendix 9

Works Cited 10

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EXECUTIVE SUMMARY

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THE PROBLEM

VCS Needs a Better Way to Manage Its Instruments

As of right now, the inventorying process of instruments at Valley Christian Schools is a
long and arduous process, taking multiple days to accomplish. The inventorying process as
of now consists of manually finding the ID number on the instrument case, matching it with
one from a very long drop-down menu in the system, updating the condition of the
instrument, and entering checkouts and repairs manually. It is extremely easy to make
mistakes during this process or forget to write down which student the instrument is
checked out to. The whole process takes about two full workdays with two people. This
process has to be repeated at least once every quarter, including during summer break, as
the school offers summer music programs and activities.

In addition, instruments constantly go missing from the current system. Instrument cases
often pile up in the front office for repairs or waiting to be picked up by a student, but the
cases can easily get mixed up due to similar looking ID numbers written on the side.
Students also sometimes take instruments home without checking them out, causing the
instruments to be listed as available when they are not.

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PROJECT DESCRIPTION

Transitioning to a New Barcode System

Plan for Transition:

This project will be implementing software from Wasp Barcode Technologies, a company
that develops and builds software and systems for a variety of business needs such as
inventory, asset tracking, and more. The primary software bundle includes the asset
tracking software MobileAsset, which is the database itself. It contains networking,
tracking, check-out and check-in of items, maintenance, and many more features. The
bundle also comes with a barcode labeling software called WaspLabeler, which allows the
creation of custom barcodes and labels that can be printed out. Aside from this software
bundle, the only other purchase that will need to be made is a license for the company’s
mobile app on iOS or Android. The app allows users to scan the barcodes and access the
system from mobile devices, which will be necessary to be able to scan the instrument
cases. After getting the software installed, it will take an estimated week to transfer the
information from the existing system to the MobileAsset system. After that, the system will
be up and running and ready to save time.

Expected Benefits:

The main benefits of this project will be the time saved during the inventorying process
and the improved accuracy of the new system. The inventorying process will be estimated
to take half of a workday only requiring one person to perform it. This may not seem like a
very significant decrease in time, but considering the process has to be done many times
per year, the difference will show. The accuracy of the system will be a more noticeable
short-term change, as it will be much easier to keep track of the instruments and more
difficult to make errors.

COST ANALYSIS

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 System Costs (One-Time)

Item: Cost:

MobileAsset Software $595.00

Mobile App License $295.00

Labor Hours ~$600 (1 week at $15/hour)

Total Costs $1,490

Net Savings

Item: Cost:

Labor Hours/Year $1,680

Prevented Misplacement of $100 (estimated)

Instruments/Year

Total Savings/Year $1,780

Appendix (B) Email Correspondence and Communication

I. Email Correspondence and Communication

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