Kanaley Projects
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Case study 01 · Project management

Equipment accountability and checkout controls

An audit found only 6 of 60 carts accounted for. The fix was an ID-based checkout process, written procedures, staff training, and a charge for unreturned items. Twelve months later, 58 of 60 were accounted for.

Completed and in effect

Setting
Professional
Period
2025 to 2026
Tools
Smartsheet · Excel · SOP documentation · Staff training
Focus
Process design, controls, and implementation

Business context

Equipment issued to staff and residents was tracked on paper and ad hoc forms. An audit found only 6 of the 60 carts accounted for, and no consistent record showed who had signed out what or when it was due back.

Approach

  1. 01

    Mapped the existing checkout and return workflow and found that records broke at handoff rather than at issue.

  2. 02

    Designed an ID-based process: every item tied to a person, with defined checkout and return windows.

  3. 03

    Wrote the standard operating procedure, trained the staff who would run it, and set a $50 charge for unreturned items.

  4. 04

    Made the tracker the system of record so status and overdue work were visible to the team instead of living in someone's memory.

Results and implications

Cart accountability went from 6 of 60 at the start to 58 of 60 twelve months later, so unaccounted carts fell from 54 to 2.

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