MANAGING PHYSICAL ASSETS - PowerPoint PPT Presentation


Title: MANAGING PHYSICAL ASSETS


1
MANAGING PHYSICAL
ASSETS WITHIN YOUR EDUCATIONAL
ESTABLISHMENT
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 the School may derive
    practical benefits arising from the ability
    to
  • accelerate information gathering and
    reporting
  • locate and defend college 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 SCHOOL ASSETS
  • 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!
  • 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, 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 CAMPUS
  • 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 our accountants and governors with
    confidence?
  • If the police find some school property can we
    search the database instantly, prove ownership
    and

6
  • TYPICAL PROBLEMS ON CAMPUS
  • 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 sports
    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 grounds
    maintenance equipment to the head gardener 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 menu driven
    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
  • 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 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!


9
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • 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 weekends, away matches,
    theatre lights, and special interest clubs may be
    marked and tracked.
  • The purchasing manager may use it to determine
    the age and write off periods for site
    machinery, furniture, gym 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 bursar or registrar may create new
    databases very quickly to record many aspects of
    the school/parent/pupil relationship, as each
    data record may be identified by post code or
    student number as 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.

10
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • 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 in the biology department, 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.

11
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • The financial controller can validate the costs
    of outsourced services, eg room cleaning.
  • The head of music can record all instruments,
    and track loans to other parts of the school or
    for home use.
  • 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.

12
  • 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- November 2006

13
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.

14
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.

15
  • 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 between two and
  • four weeks depending on tag type.

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

16
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 Cipherlab 8001 PDT scanner,
Cable link holds up to 30000 barcodes
RS232/USB These two models are
on the shelf for immediate supply.
17
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.

18
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
19
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, 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.
20
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.
21
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.
22
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.
23
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 on
    security 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 low cost software to facilitate best
    practice and defend a
  • clients reputation in court when facing
    compliance with Health
  • and Safety, Fire Safety, and Disability Access
    legislation.

24
  • 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

25
MAJOR CLIENTS Local Public Sector
Central Public Sector Commercial
Sector Bath NE Somerset
British Standards Inst France
Telecom Birmingham CC
Ministry of Defence Kellogg
Brown Root Borders Lothian Police
OFCOM
London Underground Brighton Hove CC
Office of Deputy PM
Medical Gas Solutions Bristol CC
Royal Botanical Gardens
NFU Mutual Insurance Carlisle CC
UK Sport
Northern Rock PLC Corporation of London
National Theatre of Scotland Sage UK
Doncaster MBC Sporting Index Eastbourne
BC Exeter CC Recent
education clients Glasgow CCLB Camden
Berkhamsted School Kingsford School LB
Lambeth Bordesley Green GS
Swalcliffe Park LB Southwark Brighton
Hove SFC Telford College North
Ayrshire DC Chalvedon SFC Oldham MBC
Hautlieu School, Jersey Portsmouth CC
Highlands College Surrey Ambulance James
Brindley School University of Sussex
Kemnall Technology College
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MANAGING PHYSICAL ASSETS

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Title: MANAGING PHYSICAL ASSETS


1
MANAGING PHYSICAL
ASSETS WITHIN YOUR EDUCATIONAL
ESTABLISHMENT
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 the School may derive
    practical benefits arising from the ability
    to
  • accelerate information gathering and
    reporting
  • locate and defend college 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 SCHOOL ASSETS
  • 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!
  • 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, 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 CAMPUS
  • 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 our accountants and governors with
    confidence?
  • If the police find some school property can we
    search the database instantly, prove ownership
    and

6
  • TYPICAL PROBLEMS ON CAMPUS
  • 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 sports
    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 grounds
    maintenance equipment to the head gardener 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 menu driven
    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
  • 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 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!


9
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • 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 weekends, away matches,
    theatre lights, and special interest clubs may be
    marked and tracked.
  • The purchasing manager may use it to determine
    the age and write off periods for site
    machinery, furniture, gym 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 bursar or registrar may create new
    databases very quickly to record many aspects of
    the school/parent/pupil relationship, as each
    data record may be identified by post code or
    student number as 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.

10
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • 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 in the biology department, 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.

11
  • PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT
  • The financial controller can validate the costs
    of outsourced services, eg room cleaning.
  • The head of music can record all instruments,
    and track loans to other parts of the school or
    for home use.
  • 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.

12
  • 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- November 2006

13
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.

14
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.

15
  • 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 between two and
  • four weeks depending on tag type.

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

16
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 Cipherlab 8001 PDT scanner,
Cable link holds up to 30000 barcodes
RS232/USB These two models are
on the shelf for immediate supply.
17
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.

18
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
19
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, 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.
20
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.
21
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.
22
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.
23
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 on
    security 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 low cost software to facilitate best
    practice and defend a
  • clients reputation in court when facing
    compliance with Health
  • and Safety, Fire Safety, and Disability Access
    legislation.

24
  • 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

25
MAJOR CLIENTS Local Public Sector
Central Public Sector Commercial
Sector Bath NE Somerset
British Standards Inst France
Telecom Birmingham CC
Ministry of Defence Kellogg
Brown Root Borders Lothian Police
OFCOM
London Underground Brighton Hove CC
Office of Deputy PM
Medical Gas Solutions Bristol CC
Royal Botanical Gardens
NFU Mutual Insurance Carlisle CC
UK Sport
Northern Rock PLC Corporation of London
National Theatre of Scotland Sage UK
Doncaster MBC Sporting Index Eastbourne
BC Exeter CC Recent
education clients Glasgow CCLB Camden
Berkhamsted School Kingsford School LB
Lambeth Bordesley Green GS
Swalcliffe Park LB Southwark Brighton
Hove SFC Telford College North
Ayrshire DC Chalvedon SFC Oldham MBC
Hautlieu School, Jersey Portsmouth CC
Highlands College Surrey Ambulance James
Brindley School University of Sussex
Kemnall Technology College
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