1. Enterprise Asset Management Case Studies Series -- July’2015
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Implementing the eQuip! Enterprise Asset Management system in Child Care
Resource Center (CCRC)
Contents
...............................................................................................................1
Implementing the eQuip! Enterprise Asset Management system in Child Care Resource Center (CCRC) ..1
CCRC At-a-Glance......................................................................................................................................2
Challenges in Tracking Physical Assets......................................................................................................2
Selecting an Enterprise Asset Management System ................................................................................4
Implementing the eQuip! System at CCRC – Key Success Factors............................................................4
Value from Deploying an Enterprise Asset Management System............................................................5

2. eQuip! for Enterprise Asset Management Case Study Series -- July’2015
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CCRC At-a-Glance
The Child Care Resource
Center, Inc.
(www.CCRCCA.org) is a
California based non-profit
organization, with offices
distributed in the state of
California.
Since 1976, it has been
providing support to the
entire ecosystems of child
care, including parents, child
care providers and children.
It connects parents to quality
child care, supports child
care providers through
training, professional
development and technical
assistance, and helps parents
to achieve economic,
personal, and social
outcomes.
CCRC receives most of its
revenue from federal and
state grants. In 2013, CCRC’s
total revenue was $110M, of
which $92M was from
federal and state grants. In
the 2013 Financial
Statement, CCRC owned
about $4M in physical assets
and equipment, including
computer equipment and
software, furniture and
fixture, office equipment,
leasehold improvements and
vehicles.
Challenges in Tracking Physical Assets
With its offices distributed throughout the state of California,
keeping track of all the physical equipment and assets is
challenging. While CCRC uses a financial accounting system to
track the purchases, it was using a home grown Microsoft Access
Database to track these assets. Two major problems with using
the Access Database:
1. Information in the database is not always accurate. Since the
information is manually pulled from difference sources,
there could be errors due to manual data entries, or there
could be missing critical information such as purchase data,
price, funding sources, etc.
2. Information in the database is not always up to date. Assets
move and their conditions change but the Access Database
doesn’t always get updated. So it is difficult for the Facility
Management team to know what they have, where they are,
at any point of time.
The lack of an automated asset management system has
presented challenges for CCRC to produce periodic inventory
reports to funding organizations and insurance companies.
1. As a recipient of federal and state grants, CCRC is required
to comply with the various state and federal regulations in
control, safeguards, and disposal of equipment.
2. As a recipient of these grants, CCRC is required to have
insurance coverage on most physical assets, even those
below the normal capitalization threshold. Insurance
companies require annual report on assets, their detailed
information (so they can determine the recovery costs),
and their location.
3. To exercise prudent financial management, CCRC requires
its internal team to track the physical assets, their costs,
and funding sources regularly.

3. eQuip! for Enterprise Asset Management Case Study Series -- July’2015
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For example, the following are the stipulations in the California state regulation with regards to the
Control, Safeguards, and Disposal of Equipment Purchased with State and Federal Consolidated
Application Funds.
(a) Equipment, as defined in the California
State Accounting Manual, purchased with
state consolidated application funds, and
expendable and nonexpendable personal
property, as defined in Title 45, Code of
Federal Regulations, Part 100.1,
purchased with federal consolidated
application funds, shall be retained by the
recipient district as long as there is a need
for such property to accomplish the
purpose of the project.
(b) All equipment purchased with consolidated
application funds provided under
consolidated application programs shall be
subject to property management standards
maintained by the recipient district,
including, but not limited to, the following
controls:
1. Records.
An up to date inventory of each item of
equipment shall be kept at the district
office and at the appropriate school site.
The inventory shall include:
i. A description.
ii. Identification number.
iii. Acquisition date and original cost.
iv. Funding source.
v. Location.
vi. Ultimate disposition, including sale
price or method used to determine current
fair market value.
2. Labeling.
Each equipment item shall have a label
that contains the name of the project, the
identification number, and the name of the
district.
3. Disposal.
Equipment purchased with federal or state
funds and no longer needed for project
purposes may be taken off the
consolidated application inventory list in
accordance with existing federal
regulations governing the disposal of
equipment purchased with federal
consolidated application funds.

4. Enterprise Asset Management Case Studies Series -- July’2015
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Selecting an Enterprise Asset
Management System
In 2014, the senior management team at CCRC
started to look for a solution to address these
challenges. They decided that the solution
needs to meet the following criteria:
1. Web based, hosted solution
2. Track not only the location of
physical assets, but also the funding
sources of these equipment
3. Connect with its purchasing system
to streamline data entries
4. Low cost
The management team were looking for
Commercial Off the Shelf (COTS) providers to
bring the best technology with embedded asset
management best practices. While being open
minded for more features and functionality,
they were looking for a solution that provides at
minimum the following features
 Track the physical location of assets real
time
 Connect with mobile scanners to support
field based inventory audits
 Track the financial and contractual
information of assets: purchase costs,
funding sources, leasehold improvements,
maintenance costs, warranty information,
etc.
 Keep track of the history of assets, from
purchase to disposal
 Manage reports to support all the
requirements from federal and state
funding organizations
After evaluating many COTS software solutions,
the CCRC management team selected the
eQuip! Enterprise Asset Management system.
In the words of Michael Kinal, Director of Real
Estate and Facilities, CCRC, the key reasons
they selected the eQuip! system are the “the
flexibility of the application in customizing
reports and connecting with the purchasing
system.”
Implementing the eQuip! System at CCRC
– Key Success Factors
The first phase of implementing the eQuip!
asset management system at CCRC includes
data import, user set up, role configuration,
customized reports, mobile scanner set up, and
user training. It took less than 4 months for the
implementation of the first phase.
The top contributing factor to this rapid
implementation was CCRC’s decision to
designate a full time program manager.
“CCRC made a very wise investment in
hiring an outside program manager David
Borostyan. David was also able to
collaborate with different departments
inside CCRC effectively. Because he didn’t
have any other agenda, he could focus on
leveraging the eQuip! system to its full
capability.” -- Jackie Luo, CEO, E-ISG Asset
Intelligence

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As the program manager, David has developed
a comprehensive process document for the
asset management process, including purchase,
record, tagging, transfer, retirement. That has
become the guiding document in the
implementation and user training.
“It is very important for any organization to
start with the process, clarify roles and
responsibilities in each step of the process, and
use technology to support these processes.” --
Jackie Luo, CEO, E-ISG Asset Intelligence
Some other factors that have also contributed
to the quick implementation:
1. Connect the eQuip! asset
management system to the
purchasing system.
2. Have a great hardware vendor as a
partner makes a big difference.
3. Organize multiple training during
the implementation is key to ease
the adoption of a new system.
Value from Deploying an Enterprise Asset Management System
After the implementation of the eQuip! Enterprise Asset Management system was completed at
CCRC, program manager David Borostyan did a comprehensive analysis on the value this program is
bringing to the organization. Most of the value comes from reduced labor hours spent in various
activities. The total annual savings is estimated to be 10x the cost of the subscription to the software. A
lot of the savings is not anticipated before CCRC implemented the system.
Top areas of the savings include:
1. Capture mistakes in assigning the wrong funding codes or asset category codes to items early on
and correct them – ~ 40% of total savings
2. Better utilization of assets, reduce excess inventory -- ~17% of total savings
3. Better management and visibility to inventory audit activities – ~13% of total savings
4. Savings in insurance premium due to accurate asset records
5. Savings in labor hours across Finance, Facility, and IT to pull together annual reports
About E-ISG Asset Intelligence
We provide out-of-box software solutions and implementation services for managing enterprise
assets. Our software can be installed on premise or delivered as Software as a Solution. Our software is
Flexible, Extendable and Mobile. To find out more, please call our sales team at 1-866-845-2416, or
visit www.e-isg.com.