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MANAGING PHYSICAL ASSETS

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Title: No Slide Title Author: Stephen Laing Last modified by: stephen laing Created Date: 10/26/2000 4:51:12 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: MANAGING PHYSICAL ASSETS


1

MANAGING PHYSICAL ASSETS
WITHIN LOCAL
AUTHORITIES REDUCING COSTS RAISING
STANDARDS PRESERVING REPUTATION
prepared by ASSETtrac Ltd
2
  • INTRODUCTION
  • This presentation is a preparatory document to be
    read prior to or in conjunction with the onsite
    demonstration from one of the ASSETtrac Team.The
    content
  • examines the typical problems associated with
    managing a diverse range of physical
    property
  • proposes a practical three part solution of
    asset tagging, simple hand held readers, and
    management software
  • illustrates how your authority may derive
    practical benefits arising from the ability
    to
  • accelerate information gathering and
    reporting
  • locate and defend council property
  • reduce the time spent on repetitive paper
    based procedures
  • improve compliance with legislation

3
  • CONTENTS
  • THREATS
  • TYPICAL PROBLEMS
  • SOLUTIONS
  • PRACTICAL APPLICATIONS
  • SUMMARY
  • APPENDICES A
    Identifying the asset B The scanners
  • C The software program D
    Mobile data capture
  • COMPANY BACKGROUND
  • MAJOR CLIENTS


4
  • THE THREATS TO YOUR AUTHORITY
  • Every year 1 billion of computer equipment is
    stolen in the UK. Even when fully insured, the
    time and inconvenience of equipment replacement
    are additional costs, as is replacing sensitive
    information. Thousands of recovered items cannot
    be returned due to lack of proof of ownership,
    and one thousand laptops are being stolen in
    Britain each week! Digital cameras are not far
    behind.
  • Organisations seldom know exactly what equipment
    they have or where it is. Poor supervision
    results in resources being wasted as misplaced
    items are replaced unnecessarily. Theft is
    encouraged when no checks are apparent.
  • Faulty equipment causes accidents and
    compensation levels are rising with the effects
    of consumer rights, victim culture, and no win
    no fee lawyers.
  • Financial resources and reputation are further
    undermined when a lack of up to date maintenance
    records and risk assessments prevent due care
    being demonstrated over such diverse assets as
    portable appliances, trees, machinery, IT
    equipment, street scene, cemeteries, and
    buildings.
  • Misplaced files and staff turnover result in
    vital knowledge potentially departing with the
    employee, leaving dangerous and time consuming
    knowledge gaps.
  • The above illustrates important threats arising
    from property
  • ownership, which if ignored can cause failure to
    reach agreed
  • standards, increased claims frequency, loss of
    reputation, or at
  • least serious business interruption.

5
  • TYPICAL PROBLEMS ON LOCAL AUTHORITY SITES
  • Problem Getting answers to these questions is
    taking up too much of our senior
  • managers time.
  • How accurate was our last audit and how much
    is it costing us to collect the data?
  • Can we track how equipment moves between
    different locations, and whats missing?
  • Are all our PAT test records up to date? Do we
    know what items are due for test this week?
  • Have our insurance policy limits been adjusted
    for depreciation, disposals and new purchases?
  • If a tree branch drops on a visitor, can we
    deliver our latest and historic maintenance
  • reports to the health and safety inspector
    and to our solicitor?
  • Can we release balance sheet fixed asset
    figures to cabinet with confidence?
  • If the police find some council property can
    we search the database instantly, prove ownership
    and

6
  • TYPICAL PROBLEMS ON LOCAL AUTHORITY SITES.
  • Problem Getting answers to these questions is
    taking up too much of our senior
  • managers time.
  • Are we breaching our software licences? Are we
    operating unsafe workplaces?
  • Can we discover instantly what IT equipment we
    bought last year to maximise our
  • negotiating power with the sales team next
    week?
  • The financial controller needs year end book
    values using different depreciation rates.
  • Can we run this quickly in each department?
  • Can we export a list of our power tools to the
    grounds maintenance team for updating?
  • Solution All data can be sorted and filtered
    much faster than using spreadsheet
  • queries, with instant changes to
    totals, and exported or printed
  • Benefit Speed, accuracy, time saved, and
    perhaps reputation too.

7
THE SOLUTION
  • Essentially what ASSETtrac does, being
    independent of any hardware manufacturer in this
    field, is to put a range of tag options, decoder
    choices, and data management possibilities in
    front of clients to substitute as much paper as
    possible with electronic recording. Selections
    can all be supplied through us to provide an end
    to end solution which
  • ? speeds up procedures in the fixed or revenue
    generating asset sector,
  • ? reduces inaccuracy, deters theft, and offers
    documentation to protect reputation
  • ? enables balance sheet/financial controller
    questions to be answered quickly.
  • We work with the label and scanner suppliers on
    many occasions, integrating components with our
    own software to produce a plug and play system
    that can be operated comfortably within an hour
    and is also network ready. Standard packages are
    on the shelf. Our emphasis is on ease of use and
    all our clients find operating a one button
    barcode scanner in conjunction with a tagged
    asset or room or person or vehicle significantly
    improves accuracy and speed over the clipboard
    approach.
  • This is a complete end to end solution with
    barcode or microchip
  • talking to scanner and scanner talking to
    software.
  • More detail on the three elements can be found in
    APPENDICES A - D

8
THE SOLUTION
  • A secure marking system can play a vital part in
    the mitigation of insured and self-insured
    losses, the resolution of deficiencies in asset
    management, and the proof of ownership necessary
    for the return of stolen items recovered by the
    police. These advantages can be applied across
    the whole range of property concerned, and at a
    cost bearable by separate departmental budgets
    for security and software development
  • The Asset Range
  • ? Mobile Phones ?
    Computers and printers ?
    Tools and plant.
  • ? Vehicles. ?
    Traffic signs and street lighting ?
    Trees
  • ? Museums libraries ? Schools
    equipment ?
    Boilers
  • ? Scientific Apparatus ?
    Residential inventories
    ? Cemeteries

9
THE SOLUTION
  • BENEFITS..
  • ? Fast data capture and reduced auditing time
    ? Theft deterrence
  • ? Accurate warranty and maintenance
    ? Proof of ownership for
  • information
    recovered
    assets
  • ? Improved accuracy for audit trails and
    ? Identification of surplus
    assets
  • depreciation
  • ? Tracking of labour force tools and equipment
    ? Minimal staff training
  • ? Proper assessment of total sums at risk.
    ? Potential reduced premiums
  • ? Costs of less than 1 of the capital asset
    values. ? No health risks

10
  • THE SOLUTION
  • THE SOFTWARE PROGRAM- ASSET PERFORMER OVERVIEW
  • Anyone with a modest knowledge of data input can
    become familiar with all the functions within one
    hour as training records and Help file are
    pre-installed. Other benefits include-
  • ? Our research shows its price is well below
    comparable software
  • It can be amended to your requirements, and
    your current records (if trusted) imported en
    bloc
  • It can track any activity that needs
    recording, not just fixed assets.
  • User defined views can be set up instantly so
    that for example the IT manager can see a set of
    asset information that is separate from the
    information that the auditor may want to see, or
    the purchasing dept may want etc, all
    within the same database.
  • It manages all the business chores of tracking,
    audit, inspection records, depreciation,
  • and values in one program, with fast data input
    and easy reporting.
  • With the application of barcodes to locations,
    vehicles, or even people, these
  • procedures are completed both accurately and at
    great speed compared with
  • the manual paper approach, leaving you free for
    more interesting activities!


11
  • PRACTICAL APPLICATIONS AT YOUR AUTHORITY
  • The asset manager or internal auditor may use
    this system to track who has what where, and via
    History, who had what where. Old asset
    registers are easy to import. Equipment
    associated with field inspections, weekend home
    working, vehicle tools and plant may be marked
    and tracked.
  • The purchasing manager may use it to determine
    the age and write off periods for site
    machinery, furniture, catering equipment, and
    budget for replacement.
  • The IT manager ensures compliance with software
    licences, and defends the security of important
    computers with tamper resistant labels. Repairs
    can be checked in and out, as can the issue of
    software CDs, and laptops for staff at weekends.
  • The licencing manager may create new databases
    very quickly to record many aspects of the
    council to licencee or contractor relationship,
    as each data record may be identified by post
    codeas well as barcode number.
  • The finance director can instantly review
    original and depreciated values, demand any type
    of report by asset, location, time, manufacturer
    etc.

12
  • PRACTICAL APPLICATIONS AT YOUR AUTHORITY.
  • The insurance manager may obtain accurate sums
    insured for policy limits, and control up to date
    maintenance and inspection records. This is vital
    to demonstrate reasonable care in court to limit
    compensation for injured parties, and resist
    accusations of negligence.
  • The facilities manager may log building
    conditions, record asbestos discovery, log
    security guard movements, and schedule grounds
    maintenance.
  • A lab manager may label and track laboratory
    specimens, and defend valuable scientific
    apparatus.
  • The security manager may record covert
    identification numbers of RFID microchips to
    assist in proof of ownership and the recovery of
    valuable stolen property.
  • The health and safety officer can issue batch
    records/work schedules to a hand held computer
    for maintenance staff to carry out condition
    surveys, risk assessments, PAT testing etc.
    Edited results are uploaded to the host PC
    instantly, removing the need for keying hand
    written results into spreadsheets.

13
  • PRACTICAL APPLICATIONS AT YOUR AUTHORITY.
  • The financial controller can validate the costs
    of outsourced services, eg room cleaning.
  • The leisure centre manager can record all
    sports equipment, and track loans to visitors,
    and accident reporting
  • An archivist, librarian, or art manager may
    create an inventory of their respective
    collections for security or lending purposes
  • All elements of this solution have been chosen
    for low cost practical benefits, ease of use, and
    minimal training needs, and can be tailored to
    exact client requirements without costly
    rewriting of the software.

14
A SELECTION OF CURRENT PUBLIC SECTOR
APPLICATIONS PUBLIC SECTOR CLIENT
APPLICATION BENEFIT Brighton, Bath,
Corporation Memorial headstone
Reducing the cost of
of London and many other councils risk
assessments
making cemeteries safer London Borough of Camden
Wheelie bin tracking
Repairs and maintenance
Rushmoor BC Dog waste bin
tracking Efficient route
management Maldon DC, UK Sport
IT asset tracking
Paper free audits Doncaster MBC
Memorial tree identification
Tracking lease revenue N E Lincs Council
Toy library inventory
Lending toys to
playgroups Surrey Ambulance Vehicle
inventories Tracking
equipment Bham Education Authority
School inventories
Asset management Millennium Seed Bank, Kew
Seed sample tracking
Inventory management Ministry of
Defence Asset ID and management
Inventory movements North Ayrshire
Council Noise and vibration tests
Paper free PDA recording
15
  • SUMMARY
  • The Asset Performer program is all about
    improving processes, removing paper, and
    liberating busy managers from time consuming and
    often boring activity. The main objective is
    usually physical asset management, but it can
  • be quickly tailored to register any human
    activity, thus saving even more time and costing
    less per user.
  • Many clients are stirred into action by theft,
    insurance companies, education departments,
    accidents, legal proceedings or health and safety
    inspections. A typical overall cost of 3000 is a
    small investment to
  • Defend a hard won reputation in an aggressive
    legislative climate.
  • Alleviate concern over information deficits and
    security weakness.
  • Discover and remedy potentially dangerous
    conditions.
  • Encourage best business practice.
  • Obtain a positive ROI by concentrating faster
    tools in fewer hands.
  • Stephen Laing- March 2010

16
APPENDIX A
  • IDENTIFYING THE ASSET
  • There are only two types of tag that will
  • communicate with computers
  • a) Barcode Labels
  • Metallised, hard plastic, or vinyl tags,
    carrying a logo, barcode, sequential
  • number, customised message (Property of) or
    Help Desk number.
  • Labels can have punched dots through which a
    compound can be painted to
  • etch an underlying surface with a post code
    or phone number.
  • Certain hard plastic tags meet industry
    standards for attack resistance, and
  • there are types of tamper resistant vinyl
    labels which cannot be removed in
  • one piece.
  • Surface markings are appropriate for marking
    internal assets,
  • buildings, and people where threats,
    environment, and
  • abrasion are minimal.

17
APPENDIX A .
IDENTIFYING THE ASSET
  • b) Radio Frequency Identification (RFID)
  • The marking device is the radio frequency
    transponder,
  • otherwise known as the microchip.
  • It carries a unique unalterable code number,
    retrieved
  • by a small handheld scanner.
  • Unlike a bar code, it does not deteriorate
    with time, can improve security, and
  • can be read through most materials, which
    is important in rough handling or
  • high threat environments.
  • It can be supplied in various formats such as
    a nail for pallets and trees, discs
  • for underground use, and self adhesive badges
    for IT equipment, power tools,
  • and vehicles.

18
  • APPENDIX A.
  • IDENTIFYING THE ASSET
  • Selection will be based on budget, experience
    of recent loss or the threat of it, write off
    periods, and how important the asset visit is
    for audit, inspections, testing etc.
  • Metal and basic vinyl labels are among the
    cheapest, but the saving is only
  • significant in large numbers, and some clients
    report that after a
  • while fingernails do a good job of peeling back
    the
  • corners!
  • A dual tagging approach to more vulnerable
    assets gives the
  • increased benefits of covert chip and overt
    barcode, with the
  • added benefit of using the chip warning label for
    branding/help
  • desk purposes.
  • We bring many different tag types on client
  • visits so they can be examined and tested in
    person rather
  • than just seen in brochures or web sites. All
    labels are designed and submitted for
    approval prior
  • to production, which takes about two weeks.

WARNING! THIS ITEM IS ELECTRONICALLY
PROTECTED YOUR NAME 01XXX XXXXXX

19
APPENDIX B
THE SCANNERS Clients appreciate ease
of use and as you can see from the pictures
below, there are very few buttons hence a minimal
training period! Both are supplied with cables
for computer linking.
RFID read only scanner
Cipherlab
8001 PDT Cable link RS232/USB
holds up
to 60000 barcodes
20
APPENDIX C
ASSET PERFORMER

Asset Performer is a practical spreadsheet
looking program to manage Inventories, Property
Tracking, Maintenance Records and Compliance,
Sums Insured, Depreciation, Audit, and Proof of
Ownership. Based on the success of its
predecessor Asset Manager, which has already sold
over a thousand copies, this latest version
incorporates all the daily needs of managing
moveable assets.

21
APPENDIX C ..
THE SOFTWARE PROGRAM- ASSET
PERFORMER Benefits include ? Improved asset
visibility over who has what where, and for how
long ? Default views and user defined data
tables ? Fast point and click data entry,
multiple database creation ? Search and
filter capabilities, tracks live, missing, and
disposed property ? Compatible with both
barcode and RFID microchip identification
system ? Standard or customised reports, and
improved audit trails ? Software licence
management ? Theft deterrence and recovery of
stolen property through covert proof of
ownership ? Can import existing whole asset
registers, and sequential numbering systems ?
Promotes up to date values, accurate sums
insured, and potential for improved terms ?
Creates maintenance logs, PAT test records, and
depreciation management ? No expensive
contracting costs or training needs ?
Full built-in user guide ? Integrated
barcode module available for automatic auditing
? Synchronisation with hand held
computers for paper free surveys
and inspections
22
APPENDIX C ....
THE SOFTWARE PROGRAM- ASSET
PERFORMER Compared with spread sheets, Asset
Performer ? Can contain multiple products
(databases) in the same program ? Has
pre-designed formats (views) which can be easily
customised ? Is integrated with barcode and
radio frequency microchip scanners ?
Contains depreciation routines ? Tracks the
change history for every field belonging to an
asset ? Allows sorting and filtering via
simple mouse clicks ? Is network ready (many
people can share the same data) ? Allows
simple import from and export to other programs
? Has in-built security ? Contains a menu
of all the common asset description fields that
you are likely to need ? Will build lists
from existing data to save typing when adding
similar asset details The program is for use
with Microsoft Windows 98/ME/2000/NT4/XP/7,
written in VB with an ACCESS 97 backend. The
program may be loaded from CD on stand alone
PCs, or a network version installed. In each
case the program will run for 30 days before a
registration code is required from us via a phone
call.
23
APPENDIX C..
THE SOFTWARE PROGRAM- ASSET PERFORMER MAIN
ASSET TRACKING FUNCTIONS OF ASSET PERFORMER
Single record input
Value range filtering RFID input
Date range filtering Help
File Button
Menus D/B access passwords Instant D/B
switching Default headers Book
value comparison Cell change tracking
Dependent filtering Search record
Instant filtering Column
order/width In cell editing
Font/Style User defined display
User defined headers
Multiple asset entry
D/B import/export Custom report printing
Scanner integration
Multiple barcode entry Auto total value
fields Paper free audits
Depreciation Routine Built
in Training D/B Multiple
customised views Pocket XL Hot
sync Each data record can contain as many
cells as you like. However to save scrolling
time and entering data that is rarely used, there
is an attachment feature to any other file type.
So attaching a picture of the asset, or its
operating instructions is but a mouse click
away.
24
APPENDIX D
MOBILE DATA CAPTURE- PAIRS PAPERFREE ASSET
INSPECTION and RECORDING SYSTEM One
of these tools is three
times as V fast
as the other, reducing
survey costs by up to
70 PAIRS is a simple but powerful paper free
system to accelerate the process of recording
equipment inspections or surveys of corporate
property and procedures. Combining office PC and
palm sized hand held computer, the costs of
recording and storing inspections via the
traditional paper trail are significantly
reduced. Typical examples are memorials, trees,
street scene and playground surveys
25
APPENDIX D.. PAIRS
The Objective ? Improve the speed and
accuracy of creating and reporting risk
assessments, survey results, and equipment
tests to the responsible manager with modern
electronic data capture tools. ? Reduce the
annual costs of the whole process without a
significant rise in re- training. ? Obtain
documentation to support both compliance and
safety measures taken. The Benefits ? The
issue of batch inspections, isolating equipment
most at risk, and prioritising remedies. ?
Updating via user friendly spreadsheet records,
and automatic re-inspection scheduling. ? A
robust record retention program to meet best
practice and the requirements of the HSE. ?
Substantiating the dialogue over duty of care
with employees and third parties. ?
Accelerated progress towards site compliance
through faster survey rates. ? Based on
nominal employment costs, inspection cost
reductions of 70 are achievable.
26
APPENDIX D.. PAIRS Communication with field
personnel. The movement of data to and from hand
held devices may be achieved by USB cable
or wireless GPRS over the mobile phone network. A
cable link is cheaper and quite appropriate if
the field team are always returning to base
regularly. However to increase work rates,
decrease fuel consumption, and reduce form
filling and keying, a GPRS system may be better
as shown below. GPRS Tracking System
overview. The system is designed to allow
collection and collation of data in the field
using PDAs (Personal Digital Assistants) or
other means and the consequent viewing/reporting
of this data from a central web database via the
internet (see fig. 1). Data can be collected by
Bluetooth- enabled devices, such as handheld PAT
testers for example, and then subsequently
transmitted into a PDA, or by attaching an RFID
scanner to a PDA and scanning data directly into
the device. Data can also be gathered by manual
entry but in each of these cases it is marshalled
by an ASSETtrac application running on the PDA
(see fig. 2). In some cases clients may have
a requirement to send their own data stream to
the web server and this can also be accommodated.
27
APPENDIX D.. PAIRS Once data is collected in
the PDAs it is sent via GPRS (General Packet
Radio Service) to a web server, where it is
parsed and entered into a database by an
automatic application running on the
server. The server application listens on a
range of ports for a specific data stream, which
once detected, can be used to determine the
identity of the sender, the location from where
the data has originated, the date and time at
which the data was collected and any other
information the client may find useful. Once in
the web server database the data can be viewed
and reported in meaningful ways within a web
browser, via secure login accounts. It can also
be used to invoice client customers directly
from the raw data or imported, via an ODBC (Open
DataBase Connectivity) link, into desktop
applications such as MS Excel or MS Access
thus providing infinitely customisable ways in
which to sort, filter and query the data by
those with even a small knowledge of data
manipulation using such desktop applications. All
data is held on secure, dedicated servers with
full back up facilities.
28
APPENDIX D.. PAIRS Fig 1
29
APPENDIX D.. PAIRS Fig 2
30
COMPANY BACKGROUND
  • ASSETtrac Ltd was formed in 1999 by director
    Stephen Laing with the experience of some 25
    years as a Lloyds broker in the City of London
    and abroad. The companys initial focus was in
    the security sector with the provision of
    objective advice on unique identification and the
    supply of a range of tagging devices including
    RFID microchips, radio frequency identification
    devices commonly found in animals. These are a
    serious alternative to barcodes in chosen areas
    of article numbering. Ian Athersmith joined as
    technical director in 2003 and is responsible for
    all software products. In a short time the
    company has developed a number of household name
    clients as detailed elsewhere, and the focus now
    is very much on-
  • Improving processes in the data management
    field
  • Enabling clients to dispense with costly slow
    paper processes and tick sheets
  • Providing integrated end to end solutions
    comprising tag, scanner, and software
  • Keeping the software simple, to accelerate roll
    out, minimise training and
  • facilitate user defined procedures.
  • Reinforcing day to day management benefits with
    security as a bonus.
  • Providing outsourcing services to organisations
    who just require their assets tagged, logged,
    and audited with an accurate inventory as the
    outcome. Data reports may include condition,
    value, weight, serial numbers, and PAT testing.

31
  • ASSETtrac SERVICES
  • We will provide any combination of the following
    services-
  • Recommend, assist design, and supply generic or
    customised labels
  • Fix labels and collect asset data, and/ or
    conduct an audit
  • Supply appropriate microchips and scanners
  • Supply standard or client specified software
    for own installation
  • Supply and install software in stand alone
    computers or across a network
  • Supply on site system training

32
MAJOR PUBLIC SECTOR CLIENTS
Scotland Borders Lothian Police Edinburgh
CC East Ayrshire DC Falkirk Council Fife Council
Glasgow CC Inverclyde Council North Ayrshire DC
North Lanarkshire Council Scottish Borders
Council South Ayrshire Council South
East Brighton Hove CC Bournemouth BC Chilterns
BC Dacorum BC Eastbourne BC Harlow DC Havant BC
Medway Council
LB SouthwarkLondon Underground Ministry of
Defence OFCOM Office of Deputy PM Royal Borough
of Kingston Royal Botanical Gardens, Kew UK
Sport VA museum North East Doncaster
MBC Kirklees MC Newcastle CC Sheffield CC North
West Carlisle CC Crewe Nantwich BC Oldham
MBC Warrington BC
East AngliaIpswich BC Maldon DC Southend
BC East Midlands Birmingham CC Coventry CC East
Staffordshire BC Stratford upon Avon TC Tamworth
BC London British Standards Inst Corporation
of London LB of Barnet LB Camden LB Greenwich LB
Havering LB Hounslow
LB Lambeth LB Lewisham LB Richmond
33
MAJOR PUBLIC SECTOR CLIENTS.
Commercial Air Liquide France Telecom Kellogg
Brown Root London Underground Medical Gas
Solutions NFU Mutual Insurance Northern Rock PLC
Sage UK Sporting Index Orange Business
Systems National Refridgerants
West Midlands Chesterfield BC Derby City
Council Peterborough CC Borough of
Boston Mansfield Schools/Leas Berkhamsted
School Bordesley Green GS Brighton Hove SFC
Chalvedon SFC Hautlieu School, Jersey Highlands
College James Brindley School Kemnal
College Kingsford School Notre Dame
College Swalciffe Park Telford CollegeLondon
Academy CastleHS Doncaster HTC Linden Lodge
South EastPortsmouth CC Reading BC St. Albans
DC Surrey Ambulance University of
Sussex Wales Caerphilly CBC Cardiff CC Gwent
Merthyr Tydfil CBC West of England Bath NE
Somerset Bristol CC Exeter CC Gloucester
CC Malvern TC Mid Devon DC Plymouth CC Torbay
Council Weymouth Portland BC Wyre Forest DC
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