Case Study

Digital, RFID-based Asset Tracking at Delta Energy Systems

Delta Energy Systems is digitizing the management of over 10,000 assets at their Soest location. By using the Heisenware platform and UHF-RFID technology, the previously time-consuming manual inventory was replaced by a highly automated real-time process.

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At a glance

Challenge

Manually tracking 10,000 assets via Data Matrix codes was error-prone and took days. Hidden codes in test setups made a complete inventory physically impossible.

Solution

Switching to UHF-RFID for contactless bulk scanning. A suite of four connected Heisenware apps controls the inventory migration, mobile tracking, and central management.

Result

Over 90% time saved during inventory, consistently high data quality for audits, and a future-proof, flexible system architecture.

The challenge

10,000 assets and a manual dead end

The more than 10,000 assets, including high-value measuring equipment and electronic components, are spread across numerous rooms and labs throughout the R&D site. Precise management of this inventory is mandatory for stocktaking and internal audits. 

The previous tracking process was tedious and expensive. Assets were marked with a Data Matrix code that had to be scanned individually by hand. To make matters worse, many assets are built into larger test setups, meaning the codes were often hidden and physically unreachable for scanners.

In daily operations, the locations of the assets change frequently. When a device moved from one lab to another, it was usually not documented. This made a complete inventory practically impossible.

Combined with a fragmented system landscape, this resulted in poor data quality, which massively increased the administrative effort for reporting or made it simply impossible.

The solution

Automatic migration and simple inventory processes via UHF-RFID

Delta Energy Systems completely digitized the process. Instead of single optical scans, they now use UHF-RFID technology. The main advantage is that scanning is done via radio frequency, so direct visual contact with the asset is no longer needed. The Heisenware platform acts as the central operating system, connecting the RFID hardware directly to the databases and providing employees with intuitive apps.

The usability of the software solution is excellent. We are particularly impressed by the flexibility of the Heisenware platform when integrating hardware and designing the user interfaces.

Quality Management Representative, Delta Energy Systems Jan Birkenfeld
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The process and apps in detail

From labeling to live inventory

For a smooth rollout, a lean migration and the systematic recording of the legacy inventory were crucial, in addition to the actual solution.

Phase 1: Migration and tagging

Using a brownfield app on the Heisenware platform, existing Data Matrix codes were scanned and the assets were directly transferred to the new system. At the same time, a label printing app generated new combined RFID/QR labels via a Zebra label printer, replacing the old markings. This allowed the migration to happen automatically and without chaos.

Phase 2: Operational tracking workflow

Continuous tracking is now done via bulk scanning. First, an employee scans the room's QR code with the inventory app to set the location and the inspector. Then, all assets in the room are scanned simultaneously using a Zebra RFID handheld scanner. The mobile app on the smartphone shows the comparison in real time: Which assets are on site, which are missing, or which were previously registered somewhere else? All data flows into the central database without manual data entry, and the new location is confirmed directly in the app. 

Back office: Central management and reporting

For administration, Delta uses another application from the Heisenware platform. All information comes together here, giving managers real-time insight into the complete history and current status of each asset. Export functions also allow for quick data preparation for audits and reports.

The result

Transparency at the push of a button

The introduction of the Heisenware based software solution has drastically reduced the administrative effort at Delta Energy Systems in Soest:

✅ Over 90% time saved during ongoing inventory. 

✅  Complete documentation for audits and reporting. 

✅ Real-time overview of all 10,000 assets in one central location.

✅ Elimination of search times caused by hidden or misplaced assets.

By combining UHF-RFID with the flexible industrial app platform, Delta Energy Systems has created a future-proof foundation for asset management. The data quality remains consistently high, while the manual effort for the team is minimal.

The solution saves us a massive amount of time during inventory and makes reporting for our audits much easier.

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Managing Director, Delta Energy Systems Dr. Peter Ide
Why it worked

Core benefits of Heisenware

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Deep hardware integration

Configurable connectors seamlessly integrated Zebra label printers and Zebra RFID handheld scanners into the app logic. This saved time and money during technical implementation.

Customized workflows

Four connected apps map the process exactly. Thanks to visual drag-and-drop development, Heisenware adapts to the need, not the other way around.

Cloud or on-premise

Heisenware can be flexibly hosted in the cloud or, as with Delta, on private servers. This ensures full data sovereignty and absolute control over the IT infrastructure.