How to make deployment process of dell wyse thin clients easier?

Hi all, 

Not sure if I'm posting on the right forum but here it is. I am helping a hospital with a project as a graduate student with the deployment of dell wyse thin clients and replacing old PCs. Right now they have a multi process step that first requires scanning of serial, getting mac address, creating terminal ID/LWS (combination of wired mac address and some letters). Then it goes to a different team where they load onto cart and deploy the device. 

They are currently using a excel sheet to keep track of all the IDs, the floor, room, printer, etc. There are multiple steps even from the time they scan the serial number and mac address from the box to sending to a team to create terminal id, to another team that creates the LWS record. 

Does anyone have any tips or experience or a large scale with this kind of process? I honestly don't know how we can reduce the number of steps. Please let me know if you need more information or clarification.