Overview
The SAM RFID Enterprise Platform will utilize RFID tags encoded with data values that relate an asset, object or inventory item stored within its data models. Depending on the construct of the application in delivery, one to many tag encoding conventions may be applied.
However the Platform is configured, the software will store data in defined models containing all relevant and tracked information. Each row of data will contain two values
- A human or barcode readable value or most likely both
- An RFID inlay encoded with a similar or identical value
Each value set will then relate to an exact row of data within the tracking system, providing a direct link between the tag and the data related to the tagged item.
Tags are used solely to facilitate reads at defined locations within the tracking system. Locations are defined as RFID readers placed strategically that will report a tag movement within the RF field of the reader.
Tags may also be used by mobile devices to randomly scan and locate items within a mobile devices RF field (local scanned area).
Regardless of the method of reading tags, the tags data without a connection to the database are inert values letters and numbers. The tags’ sole purpose is to facilitate reads at defined locations, within defined intervals or within a defined business process.
No other information is stored to the tag but the alphanumeric value that allows a reader to query or update the SAM Enterprise database.
A typical example of a tag value is: “0000000000000000A0000001” this exemplar is stored to the tag as a 96-bit hexadecimal value encoded to the tags EPC bank.
It may be preferable to utilize only numbers, depending on the database configuration, however it is common to utilize alpha characters in some data models to create tag variations based on the number and type of assets, objects or inventory items.
Asset Tag Creation
Tags for new assets will originate in the same way regardless of the underlying data to which they relate. Where a dataset is provided tags will be created and entered to the data set where the tag value is embedded to the data relating the barcode/RFID value to the specific item in the dataset. From the point of introduction of the tag value to the dataset, the items tagged are then intrinsically bound to the tags applied
From Embedded CAD Data
If the asset tracking application introduces new assets via embedded data to approved CAD drawings, the dataset will be derived from that embedded data.
In this process the CAD data is extracted from the drawings which will contain the asset build data. The data may define assets as
- Single Defined and Serialized Items
- Asset builds consisting of multiple assemblies, sub-assemblies, parts or other items which taken together create a “Master Tracked Asset”
Regardless of the data model, the tag creation will be the same. Where a tag is applied to items that “build” an asset, the asset will be a parent object in the database to which the children’s assemblies, sub-assemblies, parts or other items will be bound as children.
In this system the tag will represent the asset, and the database will manage all children objects attached to the asset, therefore the tag itself.
From Pre-existing Asset Data
Where an asset tracking application is being deployed to replace
- Legacy asset management systems
- Access or SQL databases containing asset information
- ERP systems that are being augmented or replaced
- Loosely managed data in spreadsheets
The tag creation process will again maintain the same convention. In these applications, data is extracted or exported from the data source and the tag values are inserted to the data prior to the data being loaded to the SAM Enterprise RFID Tracking Platform.
Ad Hoc Asset Augmentation
Where assets will enter the Enterprise randomly or where inventories of existing assets will be conducted for which no data exists, the tag creation method will be the same, but the assignation of tags will be reversed.
Physical inventory of new or existing assets will be conducted by inventory teams, where each item will be identified, and entered to the SAM Database, then a tag will be accessed, and its value will be entered to the item as it is inventoried.
This is accomplished by reading the tag value with a handheld device equipped to read RFID tags, reading the barcode value which will generally match the RFID value and entering both values, or utilizing a hand entry method where the human readable value on the tag is entered and a utility in the software formats it to the tag value.
Tags are never created without a human or barcode readable value that does not match the RFID value encoded to the tag.
Tag Printing and Encoding
In any introduction scenario of data to the SAM Platform, the method of tag creation is invariable. A tag will contain an area with a printed value either as a human readable value or barcode value or both. The RFID inlay is then encoded with that same value.
The process to mass encode RFID tags consists of utilizing RFID tags typically in rolls which can be printed and encoded utilizing specialized printers.
Tag runs consist of
- Loading the tag data production run to a printer
- Printing each tag with the value applied to the RFID inlay
- Reading the tag inlay and testing it for viability
- Encoding the inlay with the RFID value
- Verifying the readability and accuracy of the data by re-reading the tag
- Tags not conforming or verified are rejected and marked
- A rejected tag will then print on the next available tag in the run
Tags are then spot checked by batch utilizing RFID reader to confirm that the production batch, ie 100 tags will read as 100 unique tags, therefore confirming the number of tags encoded is the number of tags readable.
Depending on the tagging schema as above tags are then packaged with the relevant information to allow a tag in a production run to be matched to an asset to be tagged.
This is done with a tagging procedure that accounts for the physical items and provides tagging teams the tags and the data to which they apply in the SAM Enterprise database.
RFID Tagging Process Guidelines
Surface Preparation
Ensure that the surface of each asset is clean, dry, and free of dust, grease, or debris to guarantee proper tag adhesion.
- Use an appropriate cleaning agent and lint-free cloth to prepare surfaces as needed.
- Inspect surfaces for irregularities that may impact tag placement.
Tag Placement (Non-Metal Assets, i.e. Desk)
Follow standard tag placement guidelines to ensure optimal readability and durability.
- Avoid metal surfaces directly, as they may interfere with RFID signal transmission. Use specially designed tags or spacers if necessary.
- Place tags in a consistent location on similar assets for uniformity and ease of identification.
- Avoid high-friction or high-wear areas that could cause damage or detachment.
- Ensure the tag is fully adhered and free of air bubbles or loose edges.
Tag Placement (Metal Assets, i.e. Metal File Cabinet)
Follow standard tag placement guidelines to ensure optimal readability and durability:
- Use the Mount on Metal tags for any asset made of metal material.
- Place tags in a consistent location on similar assets for uniformity and ease of identification.
- Avoid high-friction or high-wear areas that could cause damage or detachment.
- Ensure the tag is fully adhered and free of air bubbles or loose edges.
Verification of Tags
Use handheld RFID readers to verify that:
- Each tag is correctly scanned.
- Data matches the asset’s identifier and is properly registered in the system.
- The tag meets the specifications for the USAA Tag Type or project requirements.
- Conduct verification immediately after applying the tag to minimize errors or missed assets.
Post-Tagging Quality Assurance
Perform a secondary scan of all tagged assets in the area to ensure:
- All assets have been tagged.
- Tags are functioning and readable from the required distance.
- Document each asset’s tagging process in the inventory management system.
Additional Considerations
Environmental Factors:
- Be aware of environmental conditions (e.g., temperature, humidity) that may affect tag performance or adhesive strength.
Special Asset Types:
- For challenging surfaces (e.g., curved, irregular, or metallic), use RFID tags designed for such applications.
Safety and Compliance:
- Adhere to any safety guidelines or regulations for working in the tagging environment.
Post-Deployment Procedures
Reporting
Prepare a detailed report for each location, including:
- The total number of assets tagged.
- Discrepancies identified (e.g., missing, mislabeled, or improperly scanned assets).
- Actions taken to resolve discrepancies or challenges during tagging.
- Highlight any issues encountered, including:
- Environmental factors that impede progress.
- Equipment malfunctions or software errors.
- Suggestions for improving future processes.
Risk Identification and Mitigation
Human Error
Risk: Incorrect reconciliation, tagging, missed assets, or failure to properly register tags in the system.
Mitigation:
- Implement a buddy system where each tagging and scanning action is double-checked by a team member.
- Conduct periodic audits during the tagging process to identify and correct errors promptly.
- Use a standardized checklist for every step to ensure uniformity and thoroughness.
Software Syncing Issues
Risk: Delays or errors in syncing RFID data with SAM due to poor Wi-Fi or connectivity issues.
Mitigation:
- Test the syncing process thoroughly before leaving each location to confirm successful data uploads.
- Have a backup method (e.g., manual entry of critical data) available to ensure no data is lost.
- Maintain communication with NOS IT support for immediate troubleshooting if syncing fails.
Tag Adhesion Failures
Risk: Tags not sticking properly to assets, leading to potential loss or misplacement.
Mitigation:
- Avoid placing tags directly on metal surfaces unless using specially designed tags.
- Ensure surfaces are clean, dry, and prepared before applying tags.
- Keep spare tags available for quick re-application if any fail during or after placement.
Best Practices for Field Teams
Organization
- Keep all RFID tags, readers, and tools organized by Tag Type and ensure they are accessible during the tagging process.
- Maintain a detailed log of all tagged assets, organized by area or asset type, to simplify reconciliation.
Communication
- Maintain clear communication with the central team, reporting issues or concerns as they arise.
- Utilize collaborative tools (e.g., shared spreadsheets, real-time messaging platforms) to provide live updates on progress.
Efficiency
- Work in small, focused teams to systematically cover the location, reducing redundancy or overlooked areas.
- Prioritize accuracy over speed: verify that each tag is applied correctly and successfully scanned into the system.
Final Review and Sign-Off
- Conduct a thorough review to ensure all tagged assets are accounted for and accurately reflected in the RFID system.
- Perform a final walkthrough with the USAA Project Management team to confirm:
- The accuracy of asset counts.
- Proper tagging and scanning of all identified assets.
- Obtain a sign-off from the USAA Project Manager to finalize the tagging process and conclude the project audit.