Overview
VECO handles a wide range of transformer equipment and high-value electrical components essential for field operations and contractor-driven projects. The current workflow involves contractor requests, warehouse checking, guard verification, and physical documentation. This case study examines the existing process and outlines a possible RFID-enabled workflow that may strengthen control, traceability, and operational consistency within VECO’s warehouse environment.
Background
Contractor activities rely heavily on timely access to transformers, cables, breakers, and related equipment stored in VECO warehouses. Key equipment is classified as high-value, requiring accurate identification and tight security during issuance and return.
During the assessment, VECO teams shared the following operational realities:
- Contractors physically request equipment at the warehouse.
- Warehouse staff manually locate items and validate against documentation.
- Guards verify items based on DRs and visual checks.
- High-value equipment is tagged with RFID for identity confirmation.
- Physical counts are still performed during audits.
- Existing processes rely on coordination between contractors, warehouse staff, and guards.
These observations serve as the basis for designing a possible enhancement to the workflow.
Objective of the Study
To evaluate how VECO’s current equipment issuance flow could benefit from a structured process supported by mobile tools and RFID verification—without altering the core responsibilities of warehouse and guard personnel.
The design presented is a proposed model, not an implemented system.
Proposed Workflow Model
1. Contractor Equipment Request
Current Situation:
Requests are made in person or coordinated manually.
Proposed Enhancement:
A mobile request module allowing contractors to search equipment types, indicate quantities, and submit requests ahead of time.
Expected Result:
Warehouse can prepare for issuance earlier and maintain a digital request trail.
2. Warehouse Validation
Current Situation:
Warehouse staff inspect inventory and confirm availability manually.
Proposed Enhancement:
A warehouse management interface reviews the contractor request, checks availability, and generates an issuance order.
High-value equipment flagged for RFID verification.
Expected Result:
Requests marked “Pending Issuance,” with clear accountability.
3. Equipment Picking
Current Situation:
Warehouse staff retrieve equipment purely through physical identification.
Proposed Enhancement:
A mobile RFID module guides staff to equipment locations, scanning each asset to confirm its unique identity before movement.
Expected Result:
Picked equipment is validated and moved to the Releasing Area.
4. Guard Verification and Release
Current Situation:
Guard verifies equipment against the DR visually.
Proposed Enhancement:
Guard uses RFID scanning to match equipment with the approved issuance order and DR, ensuring accuracy and preventing unauthorized releases.
Expected Result:
Equipment is cleared for release with documented verification.
5. Contractor Receipt
Current Situation:
Receipt is acknowledged manually.
Proposed Enhancement:
Contractor confirms issuance through a mobile acknowledgment screen, capturing timestamp, personnel, and asset details.
Expected Result:
Clear, traceable receipt information stored in the system.
6. Equipment Retrieval / Return
Current Situation:
Returns validated manually and counted physically.
Proposed Enhancement:
RFID scanning confirms return of the exact asset and supports condition tagging for inspection.
Expected Result:
Full lifecycle documentation for each asset.
Analysis
The proposed flow maintains VECO’s existing operational structure while offering ways to:
- Increase traceability for high-value equipment
- Reduce mismatches between request, issuance, and return
- Strengthen guard verification
- Provide clearer audit logs
- Maintain real-time visibility of equipment identity and movement
This approach avoids major changes in workflow but enhances control around equipment that carries operational and financial importance.
Conclusion
This case study presents a structured, RFID-supported workflow model that VECO may consider for future system planning. By aligning mobile request management, warehouse validation, RFID equipment identity checks, and guard-level verification, VECO can create a more consistent and secure environment around the issuance and return of transformer-related equipment.
