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Case Studies

Government Grant Tracking Case Study: Florida Task Force 4 - Wasp Barcode

Business Challenge

Manual asset management created accountability problems for grant-funded agency; led to poor records management and unnecessary asset expenses.

Solution

By organizing and automating the asset management process, Wasp MobileAsset provides FL-TF4 the enhanced oversight needed for grant funding accountability, with fewer unexpected and unnecessary asset expenses.

Benefits

• Automatic records management meets timely needs of first-responder organization
• Enhanced accountability for grant funds utilized with improved asset maintenance and oversight

Customer Profile

For the Florida Urban Search and Rescue - Task Force 4, emergencies are part of the daily routine. This specialized team of 180 individuals is available 24 hours a day to respond to all types of disasters and to provide search and rescue, medical support, communications and damage assessment for the State of Florida and other agencies.

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Task Force 4 Case Study

MobileAsset helps us track equipment, maintenance and service history. Proper records maintenance means the difference between receiving funding and missing out.
- Manny Washington, Logistics Specialist, FL-TF4

Florida Urban Search and Rescue - Task Force 4

From power generators to food trailers and rescue equipment, the Florida Urban Search and Rescue -Task Force 4 (FL-TF4) maintains over 5,000 emergency response tools. “Members of our team are trained to use the necessary equipment to address specific emergency scenarios. The type of equipment used in response to a hurricane is different from the equipment needed to respond to a hazardous waste spill,” said Manny Washington, logistics specialist for FL-TF4.

Emergent Situations Led to Poor Tracking

The emergency equipment used by FL-TF4 is valuable; its performance often means the difference between life and death. Funding to purchase and maintain task force equipment comes from grant dollars. As part of the annual grant allocation process, FL-TF4 reports how equipment is used, for what purpose and by whom. Proof of maintenance facilitates grant accountability and extends the life of task force assets.

FL-TF4 used a manual tracking process for equipment records. A team member would write down the equipment checked out for a given call. Paper logs, usually dirty and crumbled, were often times lost or misplaced. The records lacked comprehensive asset insight, which left team members guessing on dates of maintenance service.

Poor records management led to unnecessary spending. “The team’s primary job is to assist the citizens who need us. When there’s an emergency, we’re so focused on getting to the scene and helping, often times we didn’t even think about checking the equipment in and out. But, in order to maintain our grant funding, accurate equipment tracking was a must,” said Washington.

Washington knew the task force needed an asset management solution that was more accurate, yet easier to manage. The records needed to physically endure the treacherous disaster sites in which the force operates.

Wasp automates Asset Management, Solves accountability Woes

After testing several asset-tracking solutions, FL-TF4 chose Wasp MobileAsset to manage assets. The solutions are ready to use, competitively priced and compatible with FL-TF4’s computer system. “The solutions were easy to learn and even easier to use,” said Washington. “MobileAsset helps us track equipment, maintenance and service history. Proper records maintenance means the difference between receiving funding and missing out.”

MobileAsset has also simplified the reporting process for FL-TF4, facilitating better accountability for the grant-funded operation. “Implementing Wasp streamlined the reporting process for our grant. We’ve been able to better track asset maintenance, which has resulted in longer asset life and less unnecessary costs,” said Washington. “Since implementing Wasp’s system, we’ve saved approximately $200,000.”

Today, FL-TF4 tracks all 5,000 assets with one database. Each piece of equipment is labeled with an asset tag and quickly scanned upon check-in/out. Wasp MobileAsset allows the team to effectively monitor each item’s life, maintenance, and expense. There is no longer any confusion about an asset’s location, who has it or when it was last used. Proof-of-work is as simple as pulling a report in the database, which makes it easy to identify the items used during deployment.

How Wasp MobileAsset helps FL-TF4:

  • More effective grant compliance thanks to better maintenance and records
  • Robust database records service history, location, time and use of assets
  • Less time spent manually tracking assets
  • Team member accountability for assets utilized on the job
  • Longer equipment lifespan and more prudent use of funds

Implementing Wasp streamlined the reporting process for our grant. We’ve been able to better track asset maintenance, which has resulted in longer asset life and less unnecessary costs. “Since implementing Wasp’s solutions, we’ve saved nearly $200,000.
- Manny Washington, Logistics Specialist, FL-TF4