Keep Control

Using Management Software for PPE Tracking

How can we ensure optimal tracking of PPE using management software ?

Let’s discuss the available methods to ensure the tracking of an equipment fleet. It can’t be said that there’s only one solution available… An Excel spreadsheet, an ERP module, or specialized PPE management software? Let’s explore the identified advantages and disadvantages together.

Excel Spreadsheet for PPE Management

It’s still a widely used tool for PPE tracking. It can be improved with macros, but is it reliable for use? The risk of data entry errors, forgetting a control check; this is likely the main reason clients switch to an alternative solution. The data in this file are sensitive, so storing it on a server is therefore a priority to avoid data loss.

Advantages of Excel

Using Excel for tracking Personal Protective Equipment (PPE) presents some advantages for businesses.

  • Firstly, Excel is a data management tool commonly used in businesses, and many employees are already familiar with its use. This makes using Excel for PPE management easy to implement and cost-effective. It does not require purchasing new software or training additional staff.
  • Additionally, Excel allows customization of PPE tracking templates to meet the specific needs of the business. Templates can be easily adapted to include specific PPE data, such as expiration dates, serial numbers, types of PPE, and supplier information.
  • Furthermore, Excel enables the generation of customized reports for PPE management, which can help businesses make informed decisions regarding maintenance, purchasing, and replacement of PPE. Graphs and tables can also be used to visualize PPE data and assist in decision-making.

Disadvantages of Excel

Using Excel for tracking Personal Protective Equipment (PPE) presents several disadvantages and risks for businesses.

  • Firstly, Excel is very limited for PPE management. It does not allow for efficiently tracking expiration dates, inspections, repairs, and necessary replacements. This can lead to delays in PPE maintenance, potentially compromising employee safety.
  • Additionally, managing PPE in Excel can be very time-consuming and require a significant amount of manual work, increasing the risk of human errors. Errors can lead to material damage, bodily injuries, and financial losses for the business.
  • Finally, Excel is not a centralized management system, making it difficult to coordinate and communicate among the different departments of the business involved in PPE management. This can lead to delays in decision-making, duplication of work, and inconsistencies in data. Overall, using Excel for PPE management can compromise employee safety, increase the risks of errors, and make PPE management more difficult and time-consuming. Businesses should rather use specialized management tools to ensure efficient and safe PPE management.

ERP for PPE Management

We won’t list the providers, but generally, they offer a tool for recording information on equipment, carriers, and supplier information. Besides the often less ergonomic functional aspect, entering information related to operations on equipment is tedious. It has the advantage of having a wealth of information available since it is based on the company’s database. The development of custom modules is possible, but the associated costs are very high.

Advantages of ERP

The advantages of using an ERP for PPE management include:

  • Complete integration: An ERP allows for integrating all functions related to PPE management, such as inventory, purchasing, planning, maintenance, etc., into a single system.
  • This facilitates communication and coordination among the different departments of the business and reduces the risk of errors. Real-time tracking: Using an ERP allows for real-time tracking of all PPE, including their location, usage, and maintenance.
  • This enables informed decisions about maintenance and replacement of PPE, ensuring employee safety. Automation: The ERP allows for automating tasks related to PPE management, such as planning inspections, generating reports, etc. This reduces labor costs and improves the efficiency of PPE management.

Disadvantages of ERP

Using an ERP (Enterprise Resource Planning) system for PPE management also presents disadvantages for businesses, such as:

  • High cost : Installing and implementing an ERP system can be costly for businesses, especially if they are small-sized. Training, maintenance, and update costs must also be considered.
  • Complexity : ERPs are often complex systems that may require significant training and technical expertise to use effectively. Users must learn to navigate the system and understand the PPE management processes, which can take time and additional resources.
  • Implementation time : Implementing an ERP system for PPE management can take a lot of time and resources to become fully operational. This can lead to delays in PPE management and in making critical safety decisions.
  • IT resource needs : Using an ERP for PPE management often requires additional IT resources for hosting, maintaining, and securing the system. This can lead to additional costs and an increased workload for the business’s IT staff.
  • Limited customization : While ERPs offer some customization, it can be challenging to adapt them to meet the specific needs of the business in terms of PPE management. Businesses may be forced to use standardized processes that are not suited to their unique needs. In summary, although ERPs offer advantages for PPE management, they also present disadvantages that must be considered before making an investment decision. It’s important to thoroughly understand the business’s needs and choose the PPE management system that best suits its objectives, size, and complexity.

Dedicated PPE Management Software

This solution is gaining popularity! Generally, it allows for automatic data integration (PPE history, carriers, certifications…) and generates control alerts, manages stock. The available tools also allow for managing additional modules, such as legislative documentation resources, work accident declarations… Watch out for the entry constraints and the associated errors.

A dedicated software for managing Personal Protective Equipment (PPE) offers numerous advantages for businesses, such as :

  • Specialized functionalities : Dedicated PPE management software offers specific functionalities for managing Personal Protective Equipment, such as equipment traceability, maintenance planning, certification tracking, stock and supply management, report generation, and dashboard creation.
  • Efficient management : Dedicated software allows for efficient management of PPE, with real-time alerts for due dates, maintenance, or certification renewals. Users can thus be informed about the state of the equipment and make necessary decisions in a timely manner.
  • Better compliance : Dedicated software enables more effective and precise management of regulatory compliance in terms of safety, thanks to equipment traceability and the generation of customized reports on the compliance status of the equipment.
  • Customization : Dedicated software often offers easier customization of PPE management models to meet the specific needs of the business. Users can also customize dashboards and reports to obtain precise and useful information on PPE management.
  • Ease of use : Dedicated software is often designed to be simple and easy to use, with an intuitive user interface and clear navigation. This reduces the time needed for user training and software implementation.

In summary, dedicated software for PPE management offers specific functionalities for managing Personal Protective Equipment, efficient PPE management, better compliance, easy customization, and ease of use. Businesses can thus improve their safety, efficiency, and compliance in terms of PPE management. This is now the moment to explain why we launched the creation of Keep Control. Creating a link between a PPE carrier and their company, through the identification of their PPE. We ensure the traceability of equipment through marking with an interoperable identifier. The carrier accesses information about their equipment, uploading information via the QR Code present in each PPE.

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