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Manage equipment inventory (Staff workflow)

This page is for staff who manage the municipal equipment inventory.

Your goals

  • Maintain an accurate inventory of all municipal equipment.
  • Track equipment condition and lifecycle status.
  • Ensure equipment records are complete and up-to-date.

1) Adding new equipment

When new equipment is acquired:

  1. Navigate to Equipment → Add Equipment in Django Admin.
  2. Fill in required fields:
  3. Name: Descriptive name (e.g., "Ford Transit Van #12")
  4. Serial Number: Unique identifier from manufacturer
  5. Equipment Type: Select from configured types
  6. Municipality: Which municipality owns this equipment
  7. Add purchase information:
  8. Purchase date, price, and supplier
  9. Warranty start and end dates
  10. Set the location:
  11. Use the map interface to place the equipment geographically
  12. Set initial condition:
  13. Excellent, Good, Fair, Poor, or Out of Service

2) Updating equipment records

Regular updates ensure accurate tracking:

  • Condition changes: Update when equipment degrades or is repaired
  • Location moves: Update geographic position when equipment is relocated
  • Ownership transfers: Update municipality/department if transferred
  • Notes: Add relevant observations for future reference

3) Equipment status lifecycle

Equipment goes through these statuses:

Status Description
Active Equipment is in service and available
Inactive Temporarily not in use
Under Maintenance Currently being serviced
Retired Permanently out of service

4) Tracking warranties

The system helps you manage warranties:

  • Warranty dates: Track start and end dates
  • Alerts: Receive notifications before warranty expiration (if configured)
  • Warranty work: Record maintenance performed under warranty (cost = $0)

5) Viewing equipment details

For each equipment item, you can view:

  • Basic identification and specifications
  • Full maintenance history
  • Inspection records and scores
  • Reservation history
  • Total maintenance cost
  • Attachments (photos, documents)

6) Filtering and searching

Use filters to find equipment:

  • By type, status, or condition
  • By municipality or department
  • By warranty status (active, expired, expiring soon)
  • By geographic area (using boundary search)

Behind the scenes (grounded in code)

  • Equipment model: apps/equipment/models.py → Equipment
  • Condition choices: excellent, good, fair, poor, out_of_service
  • Status managed through BaseStatusModel mixin
  • Geographic data stored using PostGIS PointField
  • Attachments via GenericAttachment relation