At my job we have several pieces of equipment that move from on e place to another. Our small group of employees need to find where a piece of equipment is or was last placed. I wrote a helpdesk application that also tracks equipment check in's Each piece of equipment has a QR-Code on it that when scanned by an smartphone launches a mobile site that asks for the person's name and location. This check-in is then stored and accessible on the site at any time to see when it was last checked in. It also includes a helpdesk trouble ticket system so we can document any issues the equipment has. (More details on the system).
I was under the impression that this system was easy to use. I've asked the co-workers who all replied with rave reviews and excitement. My boss also is very happy to have the system in place.
The problem is that when you go to find a piece of equipment it is never in the place the system tells you it was last check-in. The time stamps are usually a month old and if not then it was checked in by myself and not someone else in the department. Meaning I am the only one using it. I have discussed this with my co-workers who say they try to use it but sometimes forget. And they aslo complain that it is not enforced in policy.
I discussed the use with my boss because we are responsible for knowing the location of all equipment at any given time and often loose items. He responded by making it a policy and stating at meeting "we should all be using this equipment tracker". However after several weeks the activity on the system is still wrong with either only myself using it or a few co-workers here or there. Equipment is moved and not checked-in and I find it was my boss who moves the equipment. The problem exists that we can not keep track of equipment even when our own boss makes the policies and doesn't follow them.
So my question is it more likely that the design of the system causes people to avoid using it? If so how do other companies / projects use issue tracking and equipment tracking and it works? How do you make it easier so people will use it?
Is it more likely that it is a lack of accountability and policy enforcement?