AMMF Tool Checkout

For my IE 4425 term project, I chose to design an information system for LSU’s Advanced Manufacturing and Machining Facility (AMMF), where I am currently a student worker. AMMF relies on a paper-based system to track tool check-outs and returns, creating inefficiencies and potential inaccuracies. To address this, I developed a digital database using Microsoft Access to replace the manual paperwork. The system streamlines the process by allowing users, including students, teachers, and staff, to efficiently check out and check in tools. A navigation menu on the left grants access to three main pages: the "LoginForm," "Student Check-Out," and "Student Check-In" forms. The following sections will provide a detailed breakdown of each page and its functionality within the system.

This project was driven by my passion for helping the shop operate more efficiently. I’m incredibly proud of what I accomplished, from conceptualizing the system to successfully implementing a functional database. Throughout the process, I learned numerous techniques and grew comfortable using the program to design and manage a comprehensive database.

I aim to enhance the checkout and check-in forms to automatically recognize and record the current date, eliminating the need for manual date entry. Implementing filters directly within the Student Checkout Report would allow for easier searching and sorting, eliminating the need to manually navigate the report table.

My ultimate vision is to transition this database into a web-based application accessible via a QR code within the shop. This would allow students to check out and return tools from any device, enhancing convenience and usability. I initially discussed this idea with management, and I plan to revisit it with the goal of implementing it before graduation.

Employee Login

This form is designed to restrict access to the application’s database, ensuring that only authorized shop workers ,"admins", can access sensitive information. Upon entering a valid passcode, a spreadsheet displaying all tool check-ins and checkouts is shown. From there, admins can open the Tool Checkout Forms which remains accessible for ongoing use. Additionally, admins can revisit the tool checkout spreadsheet at any time through the Sign in Form tab using the same login credentials.

Checkout Report

This form displays a detailed report of all tool checkouts and returns. It includes a unique ID for each transaction, renter's name, 89 number (an identifier for students, faculty, and staff), tool ID, checkout date, and check-in date. In the top right corner, the current day, date, and time (updated in real-time) are displayed, ensuring accurate records. This timestamp feature is especially useful for documenting and verifying the timing of records when printed or screenshotted.

Student Check-Out

This form is used for checking out tools. A unique transaction ID is generated each time a new session begins, ensuring chronological tracking of tool usage. Users input their name, 89 number, and affiliation (e.g., MIECAPSTONE for capstone teams or LSUCOE for the College of Engineering). The form provides predictive suggestions based on stored affiliations for ease of input. Users also enter the tool ID, which is matched with the inventory table, and the point of contact (e.g., advisor or professor), which is auto-filled from a preloaded faculty list. A calendar pop-up allows users to select the checkout date. Once completed, the data is stored in the Student Checkout Report table. Navigation buttons enable users to easily correct mistakes by returning to previous sections.

Components

Supporting Documents and Tables:

Included below are images of the supporting tables and relationship charts used to build this database:

Relationship Charts: Utilized to connect tables and forms using primary and foreign keys for seamless data integration.
Inventory Table: Lists all tools by name, ID, type, item number, description, and storage location.
Affiliation Table: Contains ID codes and their corresponding meanings for accurate user identification.
Student Checkout Table: Stores all records related to checkouts and check-ins, generating detailed reports.
Users Table: Manages admin accounts and password settings, ensuring secure access to the database.