---
title: "Managing POD Inventory & Equipment"
description: "**Apni Pathshala VED | Standard Operating Procedure** **Target Audience**: POD Leaders, Coordinators, & Trainers **Platform**: Apni Pathshala VED ([https://ved.apnipathshala.org](https://ved.apnipathshala.org)) **Version**: v1.0 Last Updated: Aug 25, 2026 ### **Purpose** This Standard Operating Procedure (SOP) provides POD Leaders with a structured framework…"
url: "https://www.apnipathshala.org/guide/managing-pod-inventory-equipment/"
updated: "2026-10-14"
category: POD Operations for POD Leaders
---

# Managing POD Inventory & Equipment

**Apni Pathshala VED | Standard Operating Procedure**

**Target Audience**: POD Leaders, Coordinators, & Trainers
**Platform**: Apni Pathshala VED ([https://ved.apnipathshala.org](https://ved.apnipathshala.org))
**Version**: v1.0
Last Updated: Aug 25, 2026

### **Purpose**

This Standard Operating Procedure (SOP) provides POD Leaders with a structured framework for managing physical inventory, inspecting hardware, reporting damages, recording shipments, and conducting regular asset audits within the VED ecosystem.

### **System Access**

1. Navigate to the VED Login Portal ([https://ved.apnipathshala.org/login](https://ved.apnipathshala.org/login)).
2. Log in using your authorized credentials.
3. Locate the **Inventory** module in the left sidebar navigation under the **Tech** category.

![](https://www.apnipathshala.org/wp-content/uploads/2026/10/Dark-Inventory-Management-Dashboard-1024x619.jpg)

### **Inventory Classifications**

The following table outlines the specific categories tracked within the VED platform that POD Leaders are responsible for maintaining.

| **Category** | **Typical Items Included** |
| --- | --- |
| **Computing Hardware** | CPUs, Monitors, Keyboards, Mice, Headphones, Webcams |
| **Power & Network** | Main UPS Units, Extension Boards, Wi-Fi Routers, Ethernet Cables |
| **Facility Furniture** | Tables, Chairs, Whiteboards, Storage Cabinets |
| **Learning Materials** | Printed Worksheets, Textbooks, Stationery Kits |

#### **Workflow 1: Monthly Inventory Audits**

POD Leaders must conduct a full audit of all physical assets once per month to ensure data accuracy.

1. **Access Audit**: Navigate to **Inventory** (/app/inventory) and click **Start Monthly Audit**.
2. **Asset Verification**: For every item listed, perform the following:
   - **Condition Check**: Assign status as *Working*, *Minor Fault*, or *Non-Functional*.
   - **Tag Verification**: Cross-reference the physical sticker (e.g., MON-POD12-04) with the ID in VED.
   - **Serial Updates**: Record serial numbers for any newly assigned or replaced equipment.
3. **Discrepancy Reporting**: If items are missing or damaged, select the appropriate status and provide a concise note (e.g., "Mouse cable damaged by rodents").
4. **Finalization**: Click **Submit Inventory Audit** to lock the records for the month.

![](https://www.apnipathshala.org/wp-content/uploads/2026/10/Inventory-Dashboard-with-Highlighted-Add-Item-Button-1024x511.jpg)

#### **Workflow 2: Receiving Shipments & Evidence Upload**

When new equipment or replacements arrive, follow these steps to ensure proper asset onboarding.

1. **Locate Shipment**: Navigate to **Shipments** (/app/shipments) and select the entry matching your tracking number.
2. **Preliminary Inspection**: Inspect the external boxes for seal tampering or transit damage before opening.
3. **Visual Documentation**:
   - **Unboxing Video**: Record a continuous video showing the seal being broken and the initial equipment inspection.
   - **Photography**: Capture clear photos of the serial numbers printed on the boxes.
4. **Confirmation**: Click **Confirm Delivery Received** and upload the video alongside the signed **Delivery Receipt (QC Document)**.
5. **Auto-Update**: The system will automatically move these items into your active **POD Inventory**.

![](https://www.apnipathshala.org/wp-content/uploads/2026/10/Shipments-Dashboard-Highlight.jpg)

#### **Workflow 3: Reporting Damage & Replacements**

If hardware fails during daily operations, initiate a report immediately.

1. **Select Item**: In the **Inventory** tab, click on the specific item needing attention.
2. **Initiate Report**: Click **Report Damage**.
3. **Damage Specification**:
   - **Type**: Select from options like *Cable Snapped*, *Screen Cracked*, *Liquid Spill*, etc.
   - **Request Type**: Choose between *Repair Request* or *Replacement Request*.
4. **Evidence**: Upload a clear photograph of the damaged component.
5. **Ticketing**: Submission will automatically generate a **Complaint Ticket** for the Technical Team.

### **Best Practices & Safety Guidelines**

- **Daily Shutdown**: Confirm that all CPUs, monitors, and UPS units are powered off before leaving.
- **Cable Management**: Use zip-ties to keep cables organized and off the floor to prevent tripping or damage.
- **Workstation Environment**: Maintain a strict "No Food or Drinks" policy at computer stations.
- **Dust Prevention**: Utilize dust covers at the end of each day to prolong equipment lifespan.

### **Support & Assistance**

- **Technical Assistance**: Use the **Request Support Call** button on the VED portal dashboard.
- **Operational Queries**: Contact your assigned POD Manager via the **Complaints & Issues** module.