Lab Tracker: Laboratory Equipment Tracking System
Lab Tracker: Laboratory Equipment Tracking System
LAB TRACKER: LABORATORY EQUIPMENT TRACKING SYSTEM
PSYCHOLOGY AND EDUCATION: A MULTIDISCIPLINARY JOURNAL
Volume: 35
Issue 10
Pages: 1096-1106
Document ID: 2025PEMJ3427
DOI: 10.70838/pemj.351001
Manuscript Accepted: 03-18-2025
Psych Educ, 2025, 35(10): 1096-1106, Document ID:2025PEMJ3427, doi:10.70838/pemj.351001, ISSN 2822-4353
Research Article
Lab Tracker: Laboratory Equipment Tracking System
Marieli Kae Cano,* Elmer Hans G. Leal, Seanleigh Jiven P. Lubong, Miguel Jr. P. Micoleta, Rhea Nikka S. Salinas,
Nhel Joshua R. Sobrevega, Glamedette A. Opay, Keziah Ann D. Rosini, Michael D. Aliaga
For affiliations and correspondence, see the last page.
Abstract
The laboratory equipment inventory tracking system expedited and enhanced laboratory resource management.
Numerous laboratories relied significantly on an assortment of expensive and delicate apparatus. However, the manual
inventory tracking methods that were previously employed in several laboratories frequently resulted in inefficiency,
errors, and mismanagement of valuable resources. This study implemented a robust and automated tracking system
employing modern technologies such as RFID (Radio-Frequency Identification) and RFID Tags to resolve these
challenges. Microsoft Visual Studio was used to develop the system. The system permitted real-time monitoring and
recording of the location, status, and movement of equipment. By integrating with a centralized database, laboratory
personnel had access to accurate and current data, allowing for efficient equipment allocation and inventory
replenishment. In addition, the system included features such as user authentication, further optimizing laboratory
resource utilization and availability. The research entailed the design and development of a tracking system, the testing
of its functionality and usability, and the evaluation of its impact on laboratory operations through experimental design
methodology. The study extensively tested the system's equipment tracking and report-generating capabilities. The
system's effective RFID integration and user feedback demonstrate its potential to reduce financial losses from
equipment misplacement, loss, and damage and save time in inventory. This study contributes to laboratory
management by demonstrating how innovative tracking systems improve efficiency and accuracy.
Keywords: RFID, Microsoft Visual Studio, database, real-time monitoring, inventory tracking system
Introduction
A laboratory is a place where scientific experiments and research are conducted, and laboratory equipment is a crucial element in
ensuring accurate and reliable results. Laboratory personnel/technicians must keep track of their equipment to avoid misplacing, losing,
or damaging equipment, which can lead to significant financial losses and negatively impact scientific research.
The conventional method of tracking in laboratories is through manual recording or barcode scanning, which can be time-consuming
and prone to errors as stated by Natarajan (2021). To address these issues, laboratory equipment tracking systems using Radio
Frequency Identification (RFID) technology have been developed, which automate the tracking process, making it more efficient and
accurate.
According to B. M. Tabado et al. (2016), management systems are rarely used in schools in the Philippines considering the priority is
on providing high-quality education. Using the Equipment System study in the country's state universities and colleges would result in
a simplified, organized, and helpful equipment management process. This will result in increased productivity and effectiveness in the
performance of management duties by personnel, as well as an input to the school's decision-making process.
The implementation of the Laboratory Equipment Tracking System using RFID is vital for laboratory efficiency, equipment
monitoring, and financial management. It can help laboratories avoid financial losses associated with equipment misplacement, loss,
and damage, and reduce the time and labor required for tracking. By using RFID technology, laboratory equipment can be quickly and
accurately located, making it easier to maintain equipment and reduce the risk of equipment loss or damage.
Research Questions
This study would develop a Laboratory Equipment Tracking System for monitoring the Computer Engineering Laboratory at Nueva
Vizcaya State University Bambang Campus. Specifically, it sought to answer the following questions:
1. How can the features and requirements of the laboratory tracking system be determined for its successful development and
implementation?
2. What is the process involved in developing a laboratory tracking system to reduce the need for manual equipment inventory?
3. What is the level of functionality of the software system?
Methodology
Research Design
During the initial stage of the Agile Software Development Life Cycle, thorough assessment and identification of the requirements
were undertaken for the Laboratory Equipment Tracking System. This required an in-depth comprehension of the challenges presented
by manual inventory tracking methods in laboratories, with an emphasis on the necessity for an automated and effective resolution.
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Research Article
Following this, the architecture, data flow, and user interface of the system were meticulously deliberated upon in the design phase,
with the incorporation of modern innovations like RFID and RFID tags. The selection of Microsoft Visual Studio as the development
platform aligned with the intended objectives of the system.
Figure 1. Agile Software Development Life Cycle
Actual coding and implementation of the monitoring system occurred during the process of the development phase utilizing the chosen
technologies and tools. By incorporating real-time monitoring and recording capabilities for equipment location, status, and activity,
the system effectively reduces the inefficiencies and errors that are commonly associated with manual techniques. To enhance the
efficiency of equipment allocation and inventory management, laboratory personnel were granted access to recent and precise
information through the implementation of an integration with a centralized database.
After the completion of the development process, the tracking system conducted testing to assess its functionality and efficiency.
Precise testing protocols were implemented to detect and address any possible shortcomings, thereby guaranteeing the dependability
and efficacy of the recommended solution. As soon as it was determined that the system had been set up for implementation, the
deployment phase began, during which the tracking system was implemented in computer laboratory settings.
As the Agile SDLC approached its completion, an evaluation phase was conducted to evaluate the tracking system's contribution to
laboratory operations by means of experimental design methodology. This involved assessing the extent to which the system optimized
the utilization of resources, improved availability, and contributed to the overall efficiency of laboratory operations.
Experimental Design: The researchers of the study employed a Quantitative research design type which is the Experimental Design in
the development of RFID laboratory inventory management system, which involves applying systematic evaluation of the
effectiveness, efficiency, and impact of the proposed system in a controlled setting. It allows the researchers or developers to gather
empirical evidence and draw reliable conclusions about the performance and reliability of using RFID technology in inventory
management.
Experimental design provides a structured framework for conducting controlled experiments in which variables related to the RFID
laboratory inventory management system are manipulated and measured. It enables the researchers to assess the impact of specific
system feature, configurations, or approaches on key performance indicators, such as efficiency in organizing laboratory equipment,
accuracy of tracking, cost-effectiveness, and users’ satisfaction which aim to provide a user-friendly and easily accessible to laboratory
staff, with minimal training required to operate the proposed system.
Respondents
The study includes computer laboratory personnel as well as technology researchers, such as computer engineers, who are interested
in inventory management.
Results and Discussion
Section One: Determine the requirements and features of the laboratory tracking system for successful development and
implementation.
Table 1. Requirements and Features of LabTracker
Requirements Features
R16-7DB Long range Integrated The R16 is an integrated UHF reader with multi-protocol compatibility, fast read rate,
UHF Reader/writer multi-tag reading, and waterproof design. It can be widely used in various RFID systems.
Supports ISO18000-6C (EPC Class1 GEN2) international standards.
Reading range: 0-5 m (High power 0~8m)
UHF ISO18000-6C (6B) H3 860- Operating frequency: 860-960Mhz
960 MHZ UHF RFID Tags Standard: Global EPC Class1 Gen2 ISO/IEC 18000-6C
Memory: 96bits TID, 128bits EPC, 496bits user
Working mode: Read-write
Desktop Computer Set Processor (CPU)- Intel Core i3, 6th Gen, 8GB RAM DDR3
Processor frequency- 3.40GHz
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Storage- 120GB SSD
Monitor/Display: 18.5” LCD
The researchers have developed and implemented Laboratory Equipment Tracking System (LabTracker) to track computer laboratory
equipment. The system was intended to place in the Computer Laboratory of Nueva Vizcaya State University – Bambang Campus. In
the creation of the system, the researchers used the Agile Methodology – they planned, designed, built, tested, and evaluated the system.
The LabTracker works by tracking laboratory equipment in a specific place in a computer laboratory. Once the registered tag of the
device is tracked by the RFID scanner, the system tells whether the registered device is serviceable or unserviceable through a voice
command system.
Table 1 shows the requirements as well as features of LabTracker to ensure its successful development and implementation.
Section Two: Develop a laboratory tracking system to reduce the manual inventory process of laboratory equipment.
As stated by Natarajan (2021), the conventional method of tracking in laboratories through manual recording or barcode scanning can
be time-consuming and prone to errors. Therefore, the development of the laboratory tracking system is of the utmost importance for
enhancing laboratory efficiency and improving equipment monitoring. Implementing this solution can mitigate financial losses
resulting from equipment misplacement, loss, and damage, while also minimizing the time and effort needed for tracking.
LabTracker Application Graphical User Interface
Figure 2. Login User Interface
1. Select account type, such as administrator or user.
2. Input username.
3. Input password.
Figure 3. Admin Dashboard Interface
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1. Allows to track the registered tags.
2. Can add more tags and register it to the system.
3. Van view and generate the report in an excel or pdf file.
4. Allows the data on the system to be viewed.
5. Allows the admin to add new users.
6. An indication of whether the port is connected to the system or not.
Figure 4. User Dashboard Interface
1. Allows to track the registered tags.
2. Can add more tags and register it to the system.
3. Van view and generate the report in an excel or pdf file.
Figure 5. SuperAdmin Dashboard Interface
1. Allows to track the registered tags.
2. Can add more tags and register it to the system.
3. Van view and generate the report in an excel or pdf file.
4. Allows the data on the system to be viewed.
5. Allows the SuperAdmin to add new users.
Figure 6. Live Tracker Interface
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1. Allows to view the tag tracking in real time. The RFID scanner scans tags after the track function is turned on, showing their status
as "Green" (for detection) or "Red" (for non-detection) and “Yellow” (for loading the tags).
Figure 7. Add Tag Interface
1. Input the ID number of the tag.
2. Enter the tag code and there is also a button next to it that may also read the tag.
3. Enter the item description.
4. Select the list of personnel in charge in the search bar.
5. Provide the responsibility center that is accountable for the registered items.
6. Enter the serial no. of the items.
7. Indicate the name of the supplier.
8. Input the property number.
9. Specify the cost of the registered item.
10. Enter the acquisition date.
11. Specify the UPIC of the registered item.
12. Allows to delete the information.
13. Save changes on the information.
14. Update the information.
15. Cancel the windows for adding tags.
Figure 8. View Tags Interface
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1. Search for the registered items.
2. Upon searching, it will indicate whether the registered tags are serviceable or unserviceable.
3. Generate the report in either excel or a pdf file format.
4. Cancel the windows in viewing tags.
Figure 9. Editing Tags Interface
1. Edit the information of the ID number.
2. Edit tag code and there is also a button next to it that may also read the tag.
3. Edit the item description.
4. Edit personnel in-charge by searching the names in drop downlist.
5. Edit the details of the item.
6. Save changes.
7. Update the changes.
Figure 10. Accountable Employee Selection Interface
1. Search the registered names in the search bar.
2. Allows to view the names of the registered accountable employee.
3. Select the accountable employee.
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Figure 11. Accountable Employee Form Interface
1. View registered employees.
2. Input ID.
3. Input name.
4. Enter their current position.
5. Enter the college they are associated with.
6. Enter the department they are in.
7. Delete the data.
8. Save changes.
9. Cancel adding employee.
Figure 12. View Data Interface
1. View the data of the registered tags.
2. View the data of the registered users.
Figure 13. View User Interface
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1. Allows to view the list of the registered users.
2. Export the data.
Figure 14. Add User Interface
1. Input the ID number.
2. Enter the name of the user.
3. Select account type.
4. Enter the username of the user.
5. Enter the password of the user.
6. Delete the information.
7. Save changes.
Section Three: Test the functionality of the system in terms of tracking and generating a resport.
The researchers tested the functionality of the system with the help of a Likert scale after testing the system to randomly selected
individuals who had the opportunity to use the system through both user and admin account types. The tags are tracked by the system
using an RFID reader. A report is generated by the system. Therefore, the system is functional.
For both user and admin account types, the researchers employed a five-point Likert scale to provide valid response while also providing
a neutral option. Likert scales are survey questions that provide numerous answer options. This strategy allows them to find differences
of opinion that could make a significant impact in understanding the researchers' input. It can also identify areas in which the system
can be improved. Statements were used in the questions, and respondents indicated how much they agreed or disagreed with the
statement.
The questionnaires were used by the researchers to survey the randomly selected individuals who had the opportunity to use the system.
The statements made in the questionnaire are based on ISO 9126, an international standard for software evaluation.
The data collected through the questionnaire was subjected to frequency counts.
The following are the tabulated summary results from the collected data in the survey.
Table 2. Likert Scale Range Interpretation
Point Scale Range Interpretation
1 1.00 – 1.80 Strongly Agree
2 1.81 – 2.60 Disagree
3 2.61 – 3.40 Neither/Nor agree
4 3.41 – 4. 20 Agree
5 4.21 – 5.00 Strongly Agree
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To evaluate the variables, the Likert Scale Range was used, which reflects the range of performance from low to high. As indicated in
Table 2, this scale contains five ranges: 1-1.80 indicates strongly disagree, 1.81-2.60 indicates disagree, 2.61-3.40 indicates neutral,
3.41-4.20 indicates agree, and 4.21-5 indicates strongly agree.
Table 3. Summary Results of Questionnaire for USER
Statement Weighted Mean Interpretation
1. The system requires login credentials to enter the main dashboard. 4.85 Strongly Agree
2. The software provides a graphical user interface for adding, editing, and deleting items and users. 4.75 Strongly Agree
3. The software’s buttons are accessible, easy, and accessible in the main dashboard. 4.55 Strongly Agree
4. The software uses RFID to register tags. 4.50 Strongly Agree
5. The software requires some information during the registration of the RFID tag. 4.80 Strongly Agree
6. The software system uses RFID to track the registered RFID tags. 4.75 Strongly Agree
7. The software can generate and print report. 4.80 Strongly Agree
8. The software provides appropriate response on time when performing its function. 4.80 Strongly Agree
9. The system’s function is easy to test. 4.68 Strongly Agree
10. The Software can track lab equipment. 4.70 Strongly Agree
11. The system is easy to manipulate in registering the RFID tags. 4.85 Strongly Agree
Overall Weighted Mean 4.73 Strongly Agree
The interpretation of the weighted mean for statements 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, and 12 in Table 3 demonstrates that majority of
respondents strongly agree that the Laboratory Equipment Tracking System of a user account type is functional. The overall weighted
mean calculated was 4.73, interpreted as strongly agree.
Table 5. Summary Results of Questionnaire for ADMIN
Statement Weighted Mean Interpretation
1. The system requires login credentials to enter the main dashboard. 5.00 Strongly Agree
2. The software provides a graphical user interface for adding, editing, and deleting items and users. 4.75 Strongly Agree
3. The software’s buttons are accessible, easy, and accessible in the main dashboard. 4.70 Strongly Agree
4. The software uses RFID to register tags. 4.70 Strongly Agree
5. The software only requires the admin to update the RFID Tag data registered. 4.85 Strongly Agree
6. The admin can create a user account. 4.95 Strongly Agree
7. The software only requires the admin to update a user account. 4.95 Strongly Agree
8. The software requires some information during the registration of the RFID tag. 4.85 Strongly Agree
9. The software system uses RFID to track the registered RFID tags. 4.75 Strongly Agree
10. The Software can track lab equipment. 4.85 Strongly Agree
11. The software can generate and print report. 5.00 Strongly Agree
12. The software provides appropriate response on time when performing its function. 4.90 Strongly Agree
13. The system’s function is easy to test. 4.85 Strongly Agree
14. The system is reliable in tracking the RFID tags registered. 4.95 Strongly Agree
15. The system is easy to manipulate in registering the RFID tags. 5.00 Strongly Agree
Overall Weighted Mean 4.87 Strongly Agree
The weighted mean for statements 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, and 15 in Table 4 shows that most of the people w ho
answered strongly agree that the Laboratory Equipment Tracking System for admin account type is functional. The total weighted
mean that was found was 4.87, which means that most people strongly agree.
Testing of Functionality
Table 6. Trial for Tag Detection Functionality
Number of Trial Trial Conducted No. of Tags Detected Result Remarks
Trial 1 Remove five tags individually 5 Tags The quantity of tags matches the Detected Correctly
from the set of ten tags. number of tags that were removed.
Trial 2 Shuffle the placement of the 7 to 10 Tags The tags were identified even when not Several tags have been
tags randomly. arranged in a specific order. successfully identified.
Trial 3 Place human interference in 8 to 10 Tags Human involvement may affect the Tags may go undetected if
proximity to the tags. detection process. there are other tags nearby.
Trial 4 Arrange the tags near each 5 to 7 Tags Several tags go undetected because of Numerous tags may remain
other. interference from other tags. undetected when they are near
each other.
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Trial 5 Covering the tags with solid 3 to 6 Tags The ability to detect tags depends on Tags can be accurately
materials. the thickness of the materials; thicker detected.
materials may hinder tag detection.
Overall Remarks Based on trials,
tags can be detected.
The overall remarks suggest that all tags were detected correctly. Multiple trials were conducted to assess the system's tag detection
functionality. The results reveal potential reasons for any undetected tags and affirm that the system can successfully detect and observe
the tags.
Conclusions
Throughout the system’s development, the Agile Method was used. The researchers employed a questionnaire to randomly selected
individuals who had the opportunity to use the system through both user and admin account types. The computed weighted mean for
the functionality of the system for user account type was 4.73, whereas the functionality of the system for admin account type was
4.87. The average weighted mean for both admin and user account types was calculated using a five-point Likert scale. From these
results, the researchers achieved the objectives of the study in which:
The researchers were able to determine the requirements and features of the laboratory tracking system for successful development and
implementation.
The researchers developed a laboratory tracking system to reduce the manual inventory process of laboratory equipment.
The researchers tested the functionality of the system in terms of tracking and generating a report.
The following are highly recommended to further increase the system’s functionality:
Enhance the computer specifications by prioritizing a higher processing speed.
Upgrade the RFID reader to a higher version with an additional scanner to further enhance its capabilities.
An additional reader of the identical model should be incorporated to enhance the functionality of the RFID reader.
Consider using an RFID reader with radius detection to ensure proper tracking orientation.
Develop a program that prohibits the acceptance of a serviceable tag if it has been determined to be an unserviceable tag after a certain
specified time.
Incorporate a trash bin functionality for condemned items that collects all deleted data.
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Affiliations and Corresponding Information
Marieli Kae Cano
Al Dhafra Insurance Co. P.S.C – United Arab Emirates
Elmer Hans G. Leal
Tam-an BMPC – Philippines
Seanleigh Jiven P. Lubong
Tam-an BMPC – Philippines
Miguel Jr. P. Micoleta
Nueva Vizcaya State University – Philippines
Rhea Nikka S. Salinas
Saint Mary’s University – Philippines
Nhel Joshua R. Sobrevega
DENR – PENRO Nueva Vizcaya – Philippines
Glamedette A. Opay
Nueva Vizcaya State University – Philippines
Keziah Ann D. Rosini
Nueva Vizcaya State University – Philippines
Michael D. Aliaga
Nueva Vizcaya State University – Philippines
