Counting Day Methodology & Execution Plan

1. Core Principles

• Accuracy over speed. A miscount today becomes a purchasing error tomorrow.
• Two-person teams. One Handler, one Scribe. Roles do not switch during the day.
• Physical verification. Every item is touched, assessed, and accounted for.
• Modular zones. Counting is broken into manageable, non-overlapping areas.
• Verification. Random sampling ensures quality and accountability.

2. Roles & Responsibilities

2.1 Counting Teams (2-Person)

2.2 Leadership Team

3. Physical Setup & Zoning

3.1 Prepare the Space

• Empty all shelves. Every item must be removed from existing storage and placed on tables. This ensures nothing is missed and forces us to physically handle every item.
• Use tables as zones. Divide the lab space into logical zones based on table layout. Zone size proportionate to item volume.
• Preliminary sorting. As items are moved to tables, group them into broad preliminary categories (electronics, mechanical, consumables, cables, tools).
• Label zones clearly. Each zone must have a visible, large-print label (e.g., "Zone A", "Zone B").
• Mark zone borders. Use tape, chalk, or physical markers to define clear, unambiguous boundaries.

3.2 Zone Workflow

Each zone is divided into two halves:

3.3 Zone Supplies

Each zone must have:

• Paper forms (multiple copies) — recording the count.
• Pencils with erasers — pens are not allowed; mistakes must be erasable.
• Access to a trash bin — for confirmed junk items.
• Access to an "Unsortable" box — for items that cannot be identified.
• Clipboard or hard surface — for the Scribe to write on comfortably.

3.4 Zone Readiness Checklist

Before counting begins, confirm each zone has:

• Clear zone label visible.
• Zone borders clearly marked.
• Items placed on the "To-Count" side.
• Paper forms and pencils available.
• Trash bin and Unsortable box accessible.
• Clipboard or writing surface ready.

4. Handling Special Items

Certain item types require specific counting approaches to balance accuracy with efficiency. The following guidelines should be applied consistently across all zones.

4.1 Small Items (Screws, Nuts, Jumpers, Resistors, etc.)

Method: Count by weight estimation.

1. Select a comfortable subset (e.g., 10 screws).
2. Weigh the subset.
3. Weigh the total set (excluding container/tray weight).
4. Calculate: Total Quantity ≈ (Total Weight / Subset Weight) × Subset Count.
5. Record in the Notes column: Estimated by weight.

4.2 Bulk Goods (Filament, Wire, Tape, Cable Reels, etc.)

Method: Measure by weight or remaining percentage.

Procedure for Spools (Filament, Wire, Tape):

1. Obtain the weight of an empty spool/core (reference value—keep one on hand).
2. Weigh the full or partially used spool.
3. Calculate remaining percentage: ~% Remaining = (Current Weight - Empty Weight) / (Full Weight - Empty Weight) × 100.
4. Record in Notes: ~X% remaining or ~X kg/m remaining.

Procedure for Cut lengths (Wire, Cable, Tape):

• Estimate length visually or measure if practical.
• Record approximate length in meters or centimeters.

4.3 Loose Cables

Method: Group and count by type and approximate length.

1. Sort cables by connector type (e.g., USB-C, HDMI, Power, Ribbon, etc.).
2. Within each type, group by approximate length (e.g., <1m, 1–2m, >2m).
3. Count the number of cables in each group.
4. Record: USB-C to USB-C - 1m - 12 pcs.

4.4 Kits & Boxes

Method: Count as a single unit unless incomplete.

4.5 Tools

Method: Count individually unless part of a complete set.

• Count tools as 1x per item.
• Note brand and model if visible.
• Complete, untampered sets (e.g., wrench set, screwdriver set) may be counted as 1x Set. Note contents in Notes.
• If a tool is missing from a set, count remaining items individually and note missing pieces.

4.6 Containers, Drawers & Workstation Items

Containers (Boxes, Bins, Organizers, etc.)

Containers may have labels that may or may not be accurate.

Drawers

Procedure: Treat drawers the same as containers. However, if feasible, count items where the drawer is located (in situ) rather than removing everything to a zone table.

Workstation Items (Tools, Open Containers, "Already Good" Items)

Procedure:

• Count these items at their current location.
• Do not move them to zone tables unless absolutely necessary.
• Ensure items are returned to their original position after counting.

4.7 Unsortable Items

Method: Defer to leaders.

1. If an item cannot be identified within 30 seconds, place it in the designated "Unsortable" box.
2. Do not guess. Do not invent descriptions.
3. The Unsortable box will be periodically processed at the ReSort zone by leaders.

When to use the Unsortable box:

• Chip label is unreadable.
• Item is unfamiliar.
• Category is unclear.
• Item is a mystery component with no identifying marks.

4.8 Summary: Quick Reference

5. The ReSort Zone

5.1 Purpose

The ReSort zone is a dedicated area where items from the "Unsortable" and "Trash" boxes are processed. Items are identified by leaders, notes are provided, and the zone then functions like any other counting zone.

5.2 Workflow

5.3 Setup

The ReSort zone is set up identically to other counting zones:

• Left side: "To-Count" area.
• Right side: "Done" area.
• Paper forms, pencils, and other supplies available.
• Zone label and borders clearly marked.

5.4 When to Use

The ReSort zone becomes active as soon as:

• The physical space is prepared and labeled.
• Items begin accumulating in the Unsortable or Trash boxes.

5.5 Process Flow

1. Leaders collect Unsortable and Trash boxes.
2. Leaders identify items and add notes where needed.
3. Leaders place items in the "To-Count" area of the ReSort zone.
4. Available counting teams count and record the items.
5. Counted items move to the "Done" area.
6. Leaders verify and return items to their correct storage zone.

6. The Trash Box

6.1 Purpose

Collect items that appear to be junk, broken, or obsolete. These are not counted until verified.

6.2 Workflow

7. Writing Standards

8. Pre-Count Briefing

8.1 Mandatory Workshop

A comprehensive briefing will be held on the day of the inventory before counting begins.

8.2 Topics Covered

• The "why": Why this inventory matters.
• Roles: Handler vs. Scribe.
• The paper form: Line-by-line walkthrough.
• Special items: How to handle screws, cables, filament, kits, tools.
• The Unsortable box: When to use it.
• The Trash box: Who decides what is junk.
• Writing standards and definitions.
• Safety: Use of gloves where appropriate.

8.3 Attention & Understanding Test

At the end of the briefing, counters will be tested on their understanding.

Method: Present a few items and ask counters to:

• Identify the category.
• Locate the model number.
• Suggest how they would count it.

9. Counting Day Schedule

9.1 Work-Rest Cycle

9.2 Larger Breaks

9.3 Leadership Activity During Breaks

During larger breaks, leaders will:

• Conduct random sample tests on the "Done" side of each zone.
• Process the Unsortable box.
• Process the Trash box.
• Review completed forms for legibility and completeness.

10. Quality Control (Random Sample Testing)

10.1 Methodology

1. From the "Done" area of a zone, randomly select a grouping of items.
2. Verify that the items match their paper form entry exactly.
3. Check quantity, description, and any notes.

10.2 If the Test Passes

• Mark the zone as verified.
• No further action needed.

10.3 If the Test Fails

• Mark the failure on the form.
• Conduct a second random sample test for the same zone.
• If the second test passes: Zone is accepted. Note the initial failure for documentation.
• If the second test fails: Zone is marked for recount by a different team.

11. Soft Incentives

• Consider pooling money for pizza or refreshments.
• Recognition for the team with the most accurate forms.
• Positive reinforcement for clean, legible handwriting.

12. Safety Equipment

• Working gloves must be provided for all Handlers.
• Additional PPE (safety glasses, etc.) as needed for specific zones.

13. Final Sign-Off & Form Collection

13.1 Purpose

The final sign-off ensures that all forms are complete, legible, and accounted for before the count day ends. This is the last quality gate before forms are handed over for digitalization.

13.2 Timing

The final sign-off process begins approximately one hour before the end of the counting day. Counting activities should be winding down or completed by this point.

13.3 Process Overview

13.4 Cross-Check Teams

Composition: Cross-check teams consist of one Handler and one Scribe from a zone that has already been fully counted and verified.

Assignment: Leaders assign cross-check teams to zones they did NOT work on. This ensures a fresh pair of eyes reviews each form.

13.5 Reasonableness Check (Cross-Team Verification)

Purpose: A second pair of eyes reviews each form to catch obvious errors or omissions before forms leave the lab.

Method:

1. The cross-check team receives a stack of completed forms from a zone they did not count.
2. The team quickly reviews each form and asks:
   • Does the quantity seem plausible?
   • Are the descriptions specific enough?
   • Are there any blank fields that should be filled?
   • Is the handwriting legible?
3. If issues are found: Flag the form for review by leaders.
4. If no issues are found: Both Handler and Scribe initial the form in the designated "Cross-Check" area.

13.6 Form Completeness Checklist

Before a form is accepted for sign-off, confirm:

• Zone name and page number are filled in.
• All rows are numbered sequentially.
• No blank rows are present (leave unused rows blank, but do not skip numbers).
• Quantity, Name, and Location are filled for every row.
• Category is circled (if applicable).
• Handler and Scribe have signed the form.
• Notes are legible and meaningful.
• Cross-check team has initialed the form.

13.7 Sign-Off & Handover

13.8 What If Issues Are Found?

14. Acceptance Criteria & Day-End Closeout

14.1 Purpose

This section defines what constitutes a successful counting day and outlines the final steps to be completed before the lab is closed for the day.

14.2 Acceptance Criteria

The counting day is considered successfully completed when:

• All zones have been fully counted and verified.
• All paper forms are complete, legible, and signed off.
• The Unsortable box is empty or fully processed.
• The Trash box has been assessed and processed.
• Random sample tests have been conducted for all zones.
• All zones have passed quality control OR have been recounted and verified.
• All forms have been cross-checked by a team that did not work on that zone.
• Digital copies (photos) have been taken of all forms.

14.3 Digital Backup of Forms

Action: Leaders must take a digital copy (photo) of every completed form before they are stored.

Purpose: This serves as a backup in case the physical forms are lost, damaged, or misplaced before digitalization begins.

Method:

1. Use a smartphone or tablet camera.
2. Photograph each form clearly, ensuring all text is readable.
3. Organize photos by zone and page number.
4. Upload to a secure location (e.g., shared drive, cloud storage, or GitLab repository) before leaving the lab.

14.4 Communication: Lab Space Status

Action: Leaders must communicate the status of the lab space to the wider team (including those not involved in the count).

Message Content:

• The occupied space (tables with counted items in the "Done" area) is to remain undisturbed.
• Items must stay in their current positions—do not move, reorganize, or return items to shelves.
• A new storage solution will be designed shortly thereafter.
• Once the new storage solution is finalized, the confirmed stock will be reorganized accordingly.

14.5 Day-End Closeout Checklist

Before leaving the lab, confirm the following:

• All forms have been collected and organized by zone.
• All forms have been signed off by leaders.
• Digital copies (photos) have been taken of all forms.
• Digital copies have been uploaded to a secure location.
• Physical forms are stored in a secure, known location.
• The lab space status has been communicated to the wider team.
• Trash box has been emptied or secured for disposal.
• Unsortable box is empty or its contents are documented.
• All zones are marked as complete on the master tracking sheet.
• Leaders have conducted a final walkthrough to ensure nothing was missed.

14.6 What Constitutes Failure?

The day is not considered successful if:

• Any zone remains uncounted or partially counted.
• Forms are incomplete, illegible, or missing signatures.
• The Unsortable box contains items that were not processed.
• Digital copies were not taken.
• The lab space status was not communicated.

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Document version: Working draft • Structure solid • Details may evolve based on feedback and practical constraints.
This document serves as the full reference for the Counting Day Methodology & Execution Plan.