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      Retrofit Process SOP

      This article outlines the retrofit process which involves attaching a RFID tag to textiles by either sewing or ironing the tag onto linen and terry items owned by laundry facilities and properties.

      Retrofit Overview

      The Laundris Retrofit Process is an important part of a successful implementation of the platform. Retrofitting consists of attaching a RFID tag to textiles by either sewing or ironing the tag onto linen and terry items owned by laundry facilities and properties. Attaching RFID tags to these items is the first step in allowing the Laundris system to automatically identify and track these valuable assets. During the retrofitting process, RFID tags may be attached to brand new inventory or existing inventory owned by a property or a facility. 

      The task of commissioning is also completed during the retrofitting process. Commissioning is done using the Laundris platform and during this process, items are given a born on date and designated as a specific item in the system. For example, now that a bath towel has an RFID tag, we can designate the item as a bath towel in Laundris and assign a born on date. The process for commissioning using the Laundris platform is described here.

      Important Terms

      Cloud 

      A network of servers that perform specific functions worldwide

      RFID

      Radio Frequency Identification

      Platform

      Software used to host an application or service.

      Commission

      Attach an RFID tag to a physical item and scan it into the Laundris platform to digitize it.

      Recommission

      A process of ensuring items is correctly categorized by rescanning the item’s RFID tag.

      Portal/Cave

      A structure that has a reader, antennas, and is connected to the Laundris platform. Facilitates scanning physical to digital (P2D) items and reads RFID tags in an enclosed area. Scanning technology reads tags at 99.9% accuracy.

      Readers

      A device that collects information from an RFID tag using radio waves to track individual items. 

      Antennas

      Convert the RFID reader's signal into RF waves that can be picked up by RFID tags.

      Scan Gun

      A handheld wireless device that communicates with a management system via a radio frequency network to transfer data throughout the network.

      Ragout

      Scanning a previously commissioned item which makes the item inactive in the Laundris platform.

      P2D

      Physical to Digital

      PAR

      Inventory required to stage all guest rooms in a property with linen and terry.

       

      Equipment and Software Requirements

      General

      • Iron – Hot Sealing
      • Sewing Machine
        • Singer 4411 Heavy Duty Sewing Machine
      • Thread
      • Box cutter
      • Sharpie Marker

      Laundris 

      • Laptop or Tablet
      • Internet Access
      • Laundris Software Access
      • Handheld Scanner
      • Scanning Portal/Cave

      Roles and Responsibilities

      To ensure a smooth and efficient process, each organization may require at least four individuals to perform the necessary steps for attaching the RFID tags. 

      Depending on the size of the project, four individuals may not always be required. The Laundris team can provide guidance on staffing.

      Roles

      Responsibilities

      Team Leader

      Ensures that all the equipment and stations are arranged, set up correctly, and ready for use. Prepares a list of all the items that need to be tagged and tracked. Transfers the items that require tagging to the attachment stations and then moves the tagged items to the commission station upon completion.

      Person sewing

      Operates sewing machine to attach RFID tags properly

      Person Ironing/Sealing

      Operates hot sealing machine to attach RFID tags properly

      Portal Operator

      Commissions newly tagged items into the Laundris system via the cave/portal. 

      Planning for a Successful Project

      Identifying and Grouping Items for Retrofit

      1. If the property plans to keep guest rooms in operation, the retrofit process will need to be followed in order to ensure all inventory is given an RFID tag and associated in the system. The existing inventory on-site will need to be split into three different groupings. These groupings will establish the process needed to digitize the inventory.
        1. Recent/New Inventory: All inventory that falls into this category will need an RFID tag affixed and commissioned into the Laundris system. Refer to information in this article. 
        2. Old Inventory: All inventory that is designated as old/worn down will be placed in this category. This should align with an upcoming Linen Order that was in the process of being placed by procurement. Reach out to Laundris to coordinate on ordering pre-tagged inventory. 
        3. High Depletion Rate Inventory: Inventory that depletes at a high rate will not need to go through the retrofit process, even if they fall into the Recent/New Inventory bucket. These items may include Washcloths, Hand Towels, Pillowcases, etc. These items will be agreed upon by the Change Coordinator and Implementation Manager. All inventory that falls into this category will be ordered to have the RFID tag installed at the point of manufacture. Reach out to Laundris to coordinate on ordering pre-tagged inventory. 

       

      New Inventory

      If a hotel has already placed an order for new inventory, the following information is relevant and necessary:

      • Hotel Name
      • Brand Name of Inventory
      • Property Management Company (if applicable)
      • Point of contact for property or management company
      • A full list of all items that have been ordered.
        • Category
        • Item type
        • Naming convention
        • Item Counts: 
          •  linen pieces (Iron/hot sealing)
          •  terry pieces (Sew on in pouch)
        • Number of:
          •  items in each box
          •  boxes for each item
          •  pallets arriving
      • Expected delivery date
      • Vendor Name
      • Manufacturer Name
      • Delivery company POC and phone number
      • Expected open date for hotel (if new)
      • Expected date for delivery of Tagged and Commissioned items. (Washed)

      This is the necessary information needed to create a timeline for product commissioning.

      Estimating Tag Quantities, Staff Requirements, Timelines

      The timeline to complete the process is determined by the average time taken per shift to attach tags and commission items. 

      To estimate the number of tags required for a 200-room hotel, it is assumed that each room will need about 20 tags. The number of tags needed depends on the number of items stocked in each hotel room. Typically, 55% of these tags will be sewn onto terry, while the remaining 45% will be ironed/hot sealed onto linen. It is important to note that the ratio of tag types can vary depending on the property. A common breakdown for a 200-room hotel with 3 PAR of inventory is below.

      •  200 rooms x 20 items per room =4000 (1 PAR)
      • 4000 x 3 =12000 items (average= 3 PAR)
      • 12,000 RFID tags will be needed.
      • 55% Sew on = 6600
      • 45 % Iron on = 5400

      Total = 12000

      According to the figures above, 12,000 items require tagging and commissioning. 

      Given the assumption that most hotels operate on a 3-PAR inventory, many properties can send 1-PAR of inventory to the facility for commissioning while operating on a 2-PAR. This determination should be agreed upon by the facility and property and is based on other factors such as actual inventory, occupancy rates, and inventory circulation. 

      According to our estimate, an individual can attach 400 to 500 pieces per 8-hour shift. If you need to determine the number of employees and machines required to receive, tag, and commission items within one shift, you can calculate accordingly.

      For example: 4000 pieces / 400 tags = 10 people and 10 machines to complete in one 8-hour shift and return to inventory. 

      10 people using 10 pieces of equipment can tag and commission 12,000 pieces in 3 days by completing one full PAR each day. 

      The tagging and commissioning process requires detailed planning and close collaboration between all parties involved. 

      When tagging an commissioning new inventory, is highly recommended that actual inventory received is confirmed by hand counting and referencing the packing slip. Once the actual new item count is confirmed, the new items should also be crosschecked with the item count commissioned in the Laundris Platform. This will ensure accurate inventory management and valid data within system.

      Attaching RFID Tags

      Ironing and Hot Sealing Method

      The information below describes the equipment, steps, and important things to keep in mind when ironing tags.

      The person ironing/hot sealing will need:

      • Box cutter for opening boxes 
      • Enough space for incoming and completed boxes
      • Correct number tags for ironing/hot sealing
      • All boxes of linens that need to be tagged will be placed in their designated incoming area to complete a full shift

      The iron/hot sealer must be:

      • Placed on an appropriately sized table
      • Plugged in correctly
      • The power cord safely covered to avoid tripping or pulling it down.

      Once you have set up the area with the proper equipment, boxes are placed accordingly and the person operating the iron/hot sealing machine is present, you can turn on the iron/hot sealing machine.

      The machine must warm up sufficiently for the tag to adhere. 

      You must read and follow the tag manufacturer’s instructions, which can vary but should be similar from vendor to vendor. Below is an estimated range of the 3 required settings for the iron/hot sealing machine to adhere the tags to the item. 

      • Temperature: 415 – 420 
      • Time: 12 - 18 seconds 
      • Pressure: set to 80 lbs. 

      Once the settings are configured and the machine is warmed up to the proper temperature, you may begin the process.

      Essential information to note:

      • Heat Sealing should be performed on a clean and dry item.
      • An extra cycle can be performed if the tag looks like it did not adhere properly.
      • Most issues when sealing tags are caused by not following the manufacturer's instructions or malfunctioning of the heat seal press.

      The person operating the iron/hot sealing machine shall:

      Step

      Action

      1

      Open the first box with caution, making sure not to cut too deeply.
      2

      Unpack the box and put it on one side of the table

      3

      Pull one item out at a time.

      4

      Identify the manufacturer's label.

      5

      Place the hotel linen item on the open iron/hot sealing machine pad with the label facing up. (pics)

      6

      Pull back the manufacturer's label and place an RFID tag on the linen material with the shiny side down.

      7

      Pull the handle down firmly and allow the machine to heat seal the RFID tag for 12-18 seconds.

      8

      During the 12 to 18 seconds, it takes for the previous tag to attach, you can pull the next item out to be ready to start this process again.

      9

      Place the newly ironed/hot sealed item on the opposite side of the un-ironed/unsealed items.

      10

      After a quality inspection to ensure the tag is attached properly, fold the tagged items so that they fit perfectly when placed back in the box. 

      11

      Once the box is full, write “Tagged” on the box, ensuring that everyone who looks at the box is 100% sure it has been tagged properly. (Team Lead)

      12

      Continue the process until all the boxes are completed for the day at your station.

       

      The Team Leader can now move the box to their staging area to begin the commissioning process.

      Sewing Method

      The section below outlines the steps, equipment, and important things to keep in mind when sewing on RFID tags

      Equipment needed:

      • Sewing Machine (Singer 4411 Heavy Duty Sewing Machine)
      • Thread (plenty)
      • Needles (plenty)
      • Thicker Needles for rubber mats
      • Scissors
      • Power (extension cords)
      • Box cutter
      • Sharpie
      • Sew on RFID Tags (In pouch)

      Sewing Preparation:

      • Place machine on appropriate sized table
      • Plug in properly ensuring cord is covered to avoid tripping.
      • Attach the thread through the needle.

      Each person sewing must have:

      • Enough space for incoming new boxes and completed boxes. 
      • The correct number of tags for sewing.
      • Boxes of terry that need to be tagged 

      The person sewing will follow the steps below:

      Step

      Action

      1

      Open the first box with caution, making sure not to cut too deeply.

      2

      Unpack the box and put it on one side of the table

      3

      Remove one item at a time

      4

      Identify the manufacturer's label.

      5

      Pull back the manufacturer's label for placement of the sew-on RFID pouch.

      6

      Place the sew-on RFID pouch underneath the manufacturer's tag.

      7

      Align where the sewing process will begin by ensuring that the open end of the pouch is the side that is sewn.

      8

      Sew one knot along the edge of the open end of the pouch and then sew one knot at the other end of the pouch.

      9

      Separate completed items from items that have not been tagged

      10

      After a quality inspection to ensure the tag is attached properly, fold the sewn items so that they fit perfectly when placed back in the box.

      11

      Once the box is full, write “Tagged” on the box, ensuring that everyone who looks at the box is 100% sure it has been tagged properly. (Team Lead).

      12

      Continue the process until all the boxes are completed for the day at your station.

       

      The Team Leader can move the box to their staging area to begin the commissioning process.

      Helpful Articles for Reference:

      How to Connect a Handheld Scanner