Transcript
Machine-generated transcript; may contain transcription errors.
WEBVTT 1 00:00:00.410 --> 00:00:02.250 Jordan Kunde-Wright: Recording in progress. 2 00:00:08.350 --> 00:00:20.340 Jordan Kunde-Wright: Hey, Anna, I built something that I wanted to show you. Started as a goalie equipment thing, but honestly, it could work for any equipment MVI manages, and I'd love your feedback before I take it anywhere else. Should only take about 5 minutes. 3 00:00:20.370 --> 00:00:31.480 Jordan Kunde-Wright: So, here's the situation that we're all dealing with. A family needs equipment, they email the coordinator, they wait. Sometimes it's a day, sometimes it's longer, we're trying to coordinate schedules, everybody's super busy. 4 00:00:31.480 --> 00:00:41.569 Jordan Kunde-Wright: All because nobody knows what we actually have in stock. What size is what condition they're in, and we have to actually physically go to the garage to figure out 5 00:00:41.710 --> 00:00:55.629 Jordan Kunde-Wright: what we actually have in the locker. Plus we have equipment that's been sitting out in other people's garages for years because they're holding onto it, not trying to be difficult, but just because no one prompted them to return it. So, I wanted to fix that.
6 00:00:55.710 --> 00:01:14.130 Jordan Kunde-Wright: So what I built is basically a Google Sheet with some automation on top. Nothing fancy, any volunteer could maintain or run this, but now coaches and coordinators can see exactly what's available, and eventually, anybody in the association could see it if we wanted to make it available to other people. Everything would be tracked, who has what, when, where, and what condition it came back in. 7 00:01:14.340 --> 00:01:21.989 Jordan Kunde-Wright: So, first, let me show you the search functionality. So, say that we wanted to find a new chest protector. 8 00:01:24.990 --> 00:01:28.459 Jordan Kunde-Wright: In a junior size, and see what do we have available.
9 00:01:30.160 --> 00:01:48.669 Jordan Kunde-Wright: Okay, 5 seconds, 2 available, and here are their equipment IDs and their condition. That answered what used to take a day of back-and-forth emails. Now, it's just answered. So, let's say one of those work, and a family comes to pick it up. So, there, we would go check out. 10 00:01:49.340 --> 00:01:53.899 Jordan Kunde-Wright: And we're going to check out G007. 11 00:01:56.300 --> 00:02:00.550 Jordan Kunde-Wright: And we want to associate a name with it, so we're going to put Kira Smith. 12 00:02:01.590 --> 00:02:09.029 Jordan Kunde-Wright: Okay, and so now it is checked out to Kira Smith, and you can see, in inventory here. 13 00:02:09.370 --> 00:02:11.250 Jordan Kunde-Wright: It is checked out.
14 00:02:13.570 --> 00:02:14.400 Jordan Kunde-Wright: And? 15 00:02:14.650 --> 00:02:20.110 Jordan Kunde-Wright: That is logged and timestamped, and you can see… Where it was at. 16 00:02:20.280 --> 00:02:23.979 Jordan Kunde-Wright: When it was checked out, and what status it was in when it was checked out. 17 00:02:24.120 --> 00:02:30.350 Jordan Kunde-Wright: So now, let's say it's the end of the season, and we are… Checking equipment. 18 00:02:30.630 --> 00:02:31.420 Jordan Kunde-Wright: in. 19 00:02:32.860 --> 00:02:34.720 Jordan Kunde-Wright: When you check something back in. 20 00:02:36.770 --> 00:02:40.379 Jordan Kunde-Wright: you are prompted, after you input the unique ID, 21 00:02:42.080 --> 00:02:52.020 Jordan Kunde-Wright: what status is it coming back in? So now, let's say that it is in fair condition, and we needed to have it repaired during the season.
22 00:02:52.290 --> 00:02:54.759 Jordan Kunde-Wright: So we can add a note. 23 00:02:55.040 --> 00:02:59.390 Jordan Kunde-Wright: That it was repaired, not needs repaired, and it's in fair condition. 24 00:02:59.540 --> 00:03:02.619 Jordan Kunde-Wright: We click OK. It's now checked back in. 25 00:03:02.920 --> 00:03:07.569 Jordan Kunde-Wright: Return to the inventory, and the status is now updated to Fair Repaired. 26 00:03:08.100 --> 00:03:10.859 Jordan Kunde-Wright: Now, we want to go log that repair. 27 00:03:13.330 --> 00:03:17.740 Jordan Kunde-Wright: you can… Add that G007… 28 00:03:17.860 --> 00:03:22.900 Jordan Kunde-Wright: And if this happened during the season and they submitted the date of the repair.
29 00:03:23.220 --> 00:03:26.200 Jordan Kunde-Wright: If it's today, you just leave it blank, but say this happened… 30 00:03:26.460 --> 00:03:30.020 Jordan Kunde-Wright: A few days ago, we can just say this happened on 11-25. 31 00:03:30.250 --> 00:03:31.500 Jordan Kunde-Wright: 25… 32 00:03:37.970 --> 00:03:41.569 Jordan Kunde-Wright: What was repaired on it, and we'll just say the elastic. 33 00:03:46.650 --> 00:03:48.399 Jordan Kunde-Wright: That will update the notes. 34 00:03:49.840 --> 00:03:51.939 Jordan Kunde-Wright: And say it costs $25. 35 00:03:57.620 --> 00:03:58.870 Jordan Kunde-Wright: Who paid for it? 36 00:03:59.130 --> 00:04:01.540 Jordan Kunde-Wright: And reimbursement status.
37 00:04:12.590 --> 00:04:14.789 Jordan Kunde-Wright: Now, when you go look at the repair log… 38 00:04:31.780 --> 00:04:34.160 Jordan Kunde-Wright: Everything is included. 39 00:04:37.070 --> 00:04:40.690 Jordan Kunde-Wright: What was the repair ID as generated? What piece of equipment was it? 40 00:04:41.620 --> 00:04:48.869 Jordan Kunde-Wright: description, etc, etc, etc. And then you can note if the reimbursement has gone out, what day that went out, and 41 00:04:48.900 --> 00:05:03.829 Jordan Kunde-Wright: Room for any notes here, if there's anything that we want to put in there. So, you have a full log of what was done, what it cost, who paid, and whether MVI needs to still reimburse them. We have a full paper trail, and you can also update the status, so if it was poor… 42 00:05:03.990 --> 00:05:09.600 Jordan Kunde-Wright: But it's now good, you can update it to good and repaired, and we know that it's been addressed.
43 00:05:10.230 --> 00:05:13.799 Jordan Kunde-Wright: So, how does this actually physically work? We can… 44 00:05:14.080 --> 00:05:32.419 Jordan Kunde-Wright: take all of these, and I have code in here to be able to generate a unique QR code that associates with the equipment ID. So every piece of equipment gets one of these tags, we print them, attach them to plastic key tags, and just loop them through with these gear cable rings, and it stays with the equipment. When someone checks out a piece of gear, we scan the tag. 45 00:05:32.420 --> 00:05:39.960 Jordan Kunde-Wright: Using a mobile phone, that's the equipment ID. When they return it, we scan it again to check it back in, and that's the whole process.
46 00:05:39.960 --> 00:05:56.909 Jordan Kunde-Wright: If a tag gets lost during the season, it's not a big deal. The equipment ID is written on the tag, and still lives in the system when it was checked out, so when it comes back in, we look it up, check it back in, print a new tag, and the tag is just there as a convenience, but the ID, the unique ID, is still the source of truth. 47 00:05:57.080 --> 00:06:00.890 Jordan Kunde-Wright: So now… That all assumes that we know 48 00:06:01.250 --> 00:06:07.410 Jordan Kunde-Wright: what all exists out there, and as we both know, we don't necessarily know that that's true. So… 49 00:06:07.600 --> 00:06:17.150 Jordan Kunde-Wright: I also have, a functionality in here where we can create an inventory survey and then import survey responses. So you can send out… 50 00:06:17.270 --> 00:06:19.579 Jordan Kunde-Wright: You can send out a survey like so.
51 00:06:19.870 --> 00:06:31.290 Jordan Kunde-Wright: That collects name, email, contact information, and what they have, so that we can do a gap analysis, or we can just get a baseline, if we don't already have a working inventory. 52 00:06:31.290 --> 00:06:40.009 Jordan Kunde-Wright: So this helps us be able to import these in, and we know what exists, where it's at, what shape it's in, and could be useful for… 53 00:06:40.140 --> 00:06:42.429 Jordan Kunde-Wright: Equipment that's been floating around for a while. 54 00:06:42.580 --> 00:06:45.880 Jordan Kunde-Wright: Once we have that data, we now can… 55 00:06:46.150 --> 00:06:50.600 Jordan Kunde-Wright: Do procurement planning as well, so… This gives us… 56 00:06:50.770 --> 00:06:58.120 Jordan Kunde-Wright: a whole bunch of options. We automatically flag anything that's past its expected lifespan or in poor condition up here.
57 00:06:58.370 --> 00:07:04.169 Jordan Kunde-Wright: Right? And… Down here, we have a gap analysis based on how many teams that we have. 58 00:07:04.360 --> 00:07:15.550 Jordan Kunde-Wright: And the number of sets of goalies that we want to have, goalie pads that we want to have, so if we have 7 teams and we want 2 per team, and we know what we have in stock, we can flag anything saying, okay. 59 00:07:15.550 --> 00:07:27.630 Jordan Kunde-Wright: we're going to need more pads, because we have a shortage here. We'll be able to update this annually, and I have historic data to estimate what the costs are going to be. 60 00:07:28.180 --> 00:07:29.440 Jordan Kunde-Wright: Based on… 61 00:07:30.100 --> 00:07:39.750 Jordan Kunde-Wright: analysis of reputable brands and what it costs to buy things new. So we'll be able to stabilize our forecasts a little bit and understand what our spend is going to be, make sure that we have enough 62 00:07:40.680 --> 00:07:48.009 Jordan Kunde-Wright: Equipment available, and what status it's in, so that we can start making this process hopefully a little bit more seamless and less painful.
63 00:07:48.270 --> 00:07:53.790 Jordan Kunde-Wright: Now, I built this for goalies because that's obviously what I know, but the architecture… 64 00:07:54.130 --> 00:07:57.350 Jordan Kunde-Wright: doesn't really care what we're tracking, it's agnostic, we could track. 65 00:07:57.510 --> 00:08:11.539 Jordan Kunde-Wright: Any player equipment, jerseys, practice gear, same system, we just have to add categories to the schema, which is fairly easy, I could do that, no problem. So, once it's in place, we could know where everything is across the entire organization, so… 66 00:08:11.580 --> 00:08:22.479 Jordan Kunde-Wright: I'm not looking for you to approve anything here, I just wanted to know if you think this is useful, and if you think it's worth pursuing, I'd be happy to show it to the board or to anybody else.
67 00:08:22.580 --> 00:08:41.849 Jordan Kunde-Wright: putting QR codes and things at roughly $230 if we wanted to put QR codes and a pegboard in the equipment room. That's the total of the investment to make this happen. So, anyways, let me know what you think, and if you'd like to see this live, or you have any questions, I am happy to show it to you. 68 00:08:42.020 --> 00:08:44.269 Jordan Kunde-Wright: Let me know your thoughts. Appreciate it.