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  • 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
    • ASSETtrac SERVICES
  • 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 w hat’s 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
    • put it back where it belongs?
    • What is our aggregate uninsured position in the event of a big fire or flood?
    • Do we have a priority save list at the front door?
  • 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.
    • Databases can be set up for inventories, registrations, visitors, leases, vehicles
    • cash in transit, phone call logging, fuel expenses, training attendance, risk assessments, scientific measurements, archiving, bar and club licences, job interview scoring, call out times. It can even validate outside contractors invoicing, eg cleaners have to scan a barcode after each room is completed
  • 7. 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 THE SOLUTION
  • 8. 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 THE SOLUTION
  • 9. 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 THE SOLUTION
  • 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 CD’s, 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 code 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.
  • 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 B’ham 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 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. ASSET PERFORMER
  • 21.
    • 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 inspection s
    APPENDIX C …..
  • 22.
    • 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 PC’s, 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.
    APPENDIX C ....
  • 23. 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. APPENDIX C…..
  • 24.
    • MOBILE DATA CAPTURE- PAIRS
    • P APERFREE A SSET I NSPECTION and R ECORDING S YSTEM
      • 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
    APPENDIX D
  • 25. 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. APPENDIX D….. PAIRS
  • 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.
    • ASSETtrac Ltd was formed in 1999 by director Stephen Laing with the experience of some 25 years as a Lloyd’s broker in the City of London and abroad. The company’s 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.
    COMPANY BACKGROUND
  • 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
    • Import current inventories and/or create new databases
    • Provide office hours technical support.
  • 32. East Anglia Ipswich 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 MAJOR PUBLIC SECTOR CLIENTS LB Southwark London Underground Ministry of Defence OFCOM Office of Deputy PM Royal Borough of Kingston Royal Botanical Gardens, Kew UK Sport V&A museum North East Doncaster MBC Kirklees MC Newcastle CC Sheffield CC North West Carlisle CC Crewe & Nantwich BC Oldham MBC Warrington BC 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
  • 33. South East Portsmouth 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 MAJOR PUBLIC SECTOR CLIENTS…. West Midlands Chesterfield BC Derby City Council Peterborough CC Borough of Boston Mansfield Schools/Lea’s 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 College London Academy CastleHS Doncaster HTC Linden Lodge 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

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