Belmont University's School of Nursing is a highly regarded program that prepares students to launch into a nursing career offering specialties in critical care, maternal-infant health, emergency care, pediatrics, geriatrics and more. The school provides cutting-edge simulation laboratories designed to reproduce realistic practice settings for students to gain hands-on clinical experiences and enhance their skills. These labs require readily available stock inventory and assets for faculty to use for lessons and students to use during exercises. With the growing number of students using the school's six clinical simulation labs (CSL's) and the overall increase in supplies, Belmont University needed a centralized and automated system to keep track of all inventory activity and information. For more information, visit: http://www.asapsystems.com/

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case study
ASAP Systems Helps Belmont
University School of Nursing Accurately
Track Medical SuppliesWithinTheir
Simulation Labs Using Passport
BELMONT UNIVERSITY,
SCHOOL OF NURSING
Belmont University’s School of Nursing is
a highly regarded program that prepares
students to launch into a nursing career
offering specialties in critical care,
maternal-infant health, emergency
care, pediatrics, geriatrics and more.The
school provides cutting-edge simulation
laboratories designed to reproduce
realistic practice settings for students
to gain hands-on clinical experiences
and enhance their skills.These labs
require readily available stock inventory
and assets for faculty to use for lessons
and students to use during exercises.
With the growing number of students
using the school’s six clinical simulation
labs (CSL’s) and the overall increase in
supplies, Belmont University needed a
centralized and automated system to
keep track of all inventory activity and
information.
The challenge
“We were losing track of how much
of our inventory we were using at
any given time. We were also losing
track of where things were and who
was using what,”says Kathy Pope,
registered nurse at Belmont University.
It was challenging for the school to
figure out the amount of items being
used in the CSL’s by each course and
when it would be optimal to reorder
certain items. Each course has a list
of lesson-specific medical supplies
to be used throughout the semester.
Without an automated system, it was
up to the professors and nurses to
Company:
Belmont University, School of Nursing
www.belmont.edu/nursing
Industry:
Education
Business Challenge:
To track the location and use of
hundreds of medical supplies (some
with expiration dates) at multiple
storage and clinical simulation lab
locations throughout the university.
Solution:
Passport Stock Inventory
Mobile Barcode Scanner
Benefits:
• Locate specific inventory faster within
the campus
• Automatic and accurate inventory
counts
• Helps eliminate inventory shortages
so students have readily-available
supplies for lessons
• Easily track all medical and simulation
equipment maintenance
Case Study Overview

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ASAP Systems | Inventory Management and Asset Tracking
case study
perform time-consuming counts and guess the remaining
quantity of every item. In addition, the professors had
no way of knowing which closet or storage space to find
the items in, or if a surplus of an item actually existed.
The inventory information they had at their disposal was
static and never reflected up-to-date counts, hence the
school squandered time searching for items or waiting for
shipments to arrive instead of using the time for educational
purposes.
Due to the limited shelf life of some of their inventory, the
school had trouble monitoring the consumables they had
on hand. Kathy and her colleagues wanted to accurately
track their stock inventory of medical consumables such as
IV tubing, IV start kits, suction kits, medications and more.
Therefore, finding a system that could track by quantity,
as well as batch or lot number and expiration date, would
give them the visibility needed to avoid wasting valuable
medications and losing supplies that could have been used
by students.
FITTING THEIR NEEDS
For nursing school students, utilizing medical simulation
technology is the cornerstone of their learning experience.
Because the labs are designed to reproduce realistic practice
settings, their CSL’s are equipped with human patient
simulators, monitors, bedside computer charts, static manikins
and more. In order to use the facilities and technology to their
full potential, the school needed to make sure these assets were
well maintained and serviced. Each asset has its own schedule
for performing maintenances or upgrades that the school
would need to be able to monitor. Hence, the school wanted a
way to organize this critical information and receive alerts when
asset activity dates were approaching.Without observance to
these maintenance and upgrade schedules, their simulation
lab equipment could fail to work properly and leave students
without the technology they depend on for practicing clinical
nursing procedures.
GETTING STARTED
The school realized its limitations with regard to control of their
inventory and sought to find a system that could accommodate
their needs. Belmont nurses and decision makers in the
operations department relied on online search to gather
information on inventory management systems, barcode
technology, and systems catered to nursing schools. In addition
to research, a referral to ASAP Systems from the simulation lab
coordinator at another university nursing program influenced
Belmont University’s decision the most.
ASAPSystems’inventoryandassettrackingsolution,Passport,
wasrecommendedbecauseofitsease-of-useandyearsof
provenresultsofincreasinginventorymanagementefficiency
insimulationlabs.TheunionofASAPSystemswithBelmont
UniversitybeganwithBelmont’sparticipationinaquicksoftware
demonstrationwithanASAPSystemsengineer.Thisplatform
allowedtheschooltoexplaintheircurrentoperationsandexpress
whattheywantedtogetoutoftheirpersonalizedsystem.The
engineersharedhisscreensotheycouldexperiencethesystem
firsthandandaskanyquestionsalongtheway.
After the demo, ASAP Systems recommended a solution
that included:
• Passport Stock Inventory
• Passport Mobile
• 1 mobile barcode scanner
• Bronze Support Package
THE SOLUTION
After implementing Passport to fit current operations
and attending remote training, the nursing program was
equipped to track inventory used by each course and stock
inventory levels throughout all simulation labs and storage
locations. The new system created a secure, centralized
database that automatically recorded all inventory
transactions from when items were received until they are
issued out.
Passport Mobile
Passport removed the hassle of manually conducting
physical inventory through the addition of a mobile
barcode scanner. It allows the user to enter data at least
ten times faster and do so with increased accuracy. Users
can move the scanner to their storage locations so that
they can conveniently find supplies they are searching for
and return to work.
Location Min/Max Inventory Alerts
With the location min/max feature, the school staff can
input items with the same manufacturer number at
multiple storage locations and set total and individual

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ASAP Systems | Inventory Management and Asset Tracking
case study
location quantity triggers. Once the supply amount hits
a trigger, the system enables the staff to replenish it by
making a stock transfer or placing a purchase order.
Then a configurable alert can be sent via sms text and
email to notify all designated personnel. This functionality
gives the nursing school complete control over their
stock inventory levels throughout the campus.
Excellent Customer Service
“We spoke with several companies offering inventory
management software. What separated ASAP Systems was
the helpfulness of their staff and overall customer service,”
says Pope.
The combined abilities of the ASAP Systems staff are the
most valuable resource for Belmont University. From the
initial introduction with the sales team, to the training and
support provided by the engineers, Belmont could rely
on personalized attention from industry experts to have
any questions answered in an effort to build a complete
inventory management solution.
LOOKING TO THE FUTURE
Passport’s modular framework will give Belmont exactly
what they need in moving forward with an inventory
management system. Each portion of the system, known
as a module, can be used alone or combined with other
chosen features within the system so that each customer
can essentially build their unique system.
Belmont can look to take advantage of Passport’s advanced
inventory feature for tracking consumable inventory by
batch and lot numbers, as well as expiration dates. This
feature enables the program to maximize the use of the
medical supplies they continuously order for exercises in
the CSL’s and save money that would be spent replenishing
expired supplies
The system can also be used to track the costs associated
with each classroom’s use of supplies and accumulate a
program-wide inventory expense total at the end of school
terms. Using this function of Passport generates increased
accountability so that the school can receive a rapid return
on their investment from savings produced by the system.
For more information on ASAP Systems’
inventory and asset tracking solutions
for the manufacturing industry, go to our
web site or contact
sales@asapsystems.com
In addressing the need for asset maintenance tracking,
Passport can provide Belmont with the ability to track
all cleaning, upgrades, and calibrations that need to
be scheduled for medical and simulation equipment.
Monitoring these activities automatically with calendar
alerts, instead of by pen and paper, ensures that
appointments are kept and will increase the useful life of an
asset.
Belmont University, School of Nursing appreciates the
modular and menu-driven Passport software because it
allows them to configure their system by using the features
and functionality they can utilize in accordance with
prevailing budgetary constraints and operational structure.
The program now has an inventory management system in
place that has tackled their original tracking problems and
that can assist with any unforeseen needs that arise from
institutional growth.