Kit Collation

The purpose of Kit Collation is to gather together all kit parts from the previous Competition Programme year, test them and store them ready for packing at the Kit Packing Event. See SR2017 Kit Collation Plan for a detailed plan.


Each kit must go through the following process. Once the CHECK-IN task has been performed for a given kit the remaining tasks can be run in parallel - especially the testing of different parts. The sequence of tasks is the same for all parts, however the specific requirements vary depending upon the part.

  1. CHECK-IN - Unpack each kit and scan its contents into a single location in the Inventory. Any kit expected back from teams but not found is marked as missing.
  2. VISUAL - Visually inspect each part for damage.
  3. CLEAN - Clean each part.
  4. TEST - Test each part, where possible.
  5. CHECKOUT - Pack parts of the same type into boxes and update the Inventory.
  6. CHASE-UP - [after event] Chase up missing parts.

Throughout the process the state of each part is tracked through two fields: functional_condition (currently condition for backwards compatibility) and physical_condition. The functional_condition field has a value of either unknown, broken or working and is set based upon the outcome of the testing procedure carried out in the TEST task. The physical_condition field has one of the same three values that the functional_condition field can have, but it is set based upon a visual inspection of the part during the VISUAL task.

We will only ship parts that have both a functional_condition and physical_condition of working. After the Kit Collation Event any parts with either a functional_condition or physical_condition of broken will be assessed to see whether they can be repaired or need to be replaced.


Laptop, barcode/QR scanner
1 person day

Remove each part from the kit box and move it into a checked-in directory in the Inventory. There is no need to worry about keeping track of which team the part came from, as this information can be retrieved from the Inventory at a later date if required. Mark each part as having functional_condition: unknown and physical_condition: unknown.

If the Inventory shows any parts remaining in the kit box after all of the parts have been physically removed move them into a missing directory.


Laptop, barcode/QR scanner, label printer
2 person days

Inspect parts for visible physical damage - mild cosmetic damage is not a concern. Also apply a new asset sticker if the current one is damaged or illegible. See the following table for example of visible physical damage for each part. Note that a case is considered to be damaged if a panel is cracked entirely in half (or close to it) or if a piece has broken off such that the board can be touched. Once the physical condition of the part has been assessed, update its physical_condition field to either working or broken. If it is broken, add a short description of the issue.

Part Examples of physical damage
Power board cuts, nicks or exposed copper on wires; large heat-shrink slipping off of XT 60; loose screw terminal; case cracked/broken/missing screws; charring on board; connectors broken/full of stuff
Motor board case cracked/broken, charring on board, connectors broken/full of stuff, button held down (try pressing the button - it should click)
Servo board case cracked/broken, charring on board, blackened pins, connectors broken/full of stuff
Ruggeduino case cracked/broken/missing screws, charring on board, connectors broken/full of stuff
Screw shields bent pins, chewed up screw heads
Odroid case cracked/broken, case hinge broken (try pulling apart at hinge end), connectors broken/full of stuff
Tablet cracked screen
USB charger bent pins, cracked case
USB hub cracked case, damaged connector, loose parts rattling around inside
WiFi dongle cracked case, damaged connector
Webcam cracked case, damaged cable, damaged connector (missing stand is OK)
Battery charger cracked case, damaged wires, large heat-shrink slipping off of XT 60, missing cable tie, missing buttons
Battery charger supply cracked case, damaged strain relief
Battery bag torn stitching
Battery Damaged wires, swollen to the point of being hard (squidgy is OK)

Some parts are not tracked in the Inventory, but still require visual inspection. If any of these parts fail they should be thrown in the bin:

Part Example of visible damage
USB memory stick
Micro USB cable
Full-size USB cable
Odroid power cable


Bowl, J cloths, washing up liquid, IPA, label residue remover
2 person days

Using wringed-out cloth, give each part a wipe with soapy water. If it has adhesive residue, wipe it with label residue remover and then soapy water once the reside has been removed. For removal of grease and pen marks wipe it with IPA.


See part specific test procedure
6 person days

Follow the part specific testing procedure linked in the table below. Once the condition of the part has been assessed, update its functional_condition field to either working or broken.

Part Procedure Duration
Battery 1 day
Battery Charger
Power board 0.5 days
Motor board 0.5 days
Servo board 0.5 days
USB charger
USB hub
WiFi dongle


Laptop, barcode/QR scanner
1 person day

Allocate a box or two for storage of broken parts. Allocate a box or two for storage of working parts of a single type (e.g. one box for servo boards, a couple of boxes for power boards). Check the condition of each part and, if both the functional_condition and physical_condition fields are set to working, place it in the appropriate working box and move it in the Inventory to that box. Otherwise place it in the broken box and move it in the Inventory to the broken box.

Also, count the following untracked items and note down the totals. Bag the CamCon connectors up by size and write the number of connectors contained on the bag.

  • USB Memory Stick
  • Micro USB Cable
  • Full-size USB Cable
  • 7.5mm CamCon
  • 5mm CamCon
  • 3.81mm CamCon
  • Odroid Power Cable
  • Screw Driver


After the event the parts left in the kit-collation-venue/missing directory need to be chased up. Each part should be traced back to the team it belonged to and the team leader notified of the missing items. Note that they may be missing due to parts being swapped at the competition, etc, so they may not have any knowledge of the parts whereabouts.


This page is based on work done by Richard Barlow, originally published at, which was under the Creative Commons Attribution-ShareAlike 4.0 International License. To view a copy of this license, visit or send a letter to Creative Commons, PO Box 1866, Mountain View, CA 94042, USA.