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					              MANAGING PHYSICAL ASSETS

         WITHIN YOUR SCHOOL OR COLLEGE




 REDUCING COSTS
RAISING STANDARDS
PRESERVING REPUTATION

prepared by ASSETtrac Ltd
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 School property
    •    reduce the time spent on repetitive paper based procedures
    •    improve compliance with legislation
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
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! 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, 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.
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 what’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 equipment causes injury to anyone on site, 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
  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?
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.
          Databases can be set up for marking exams, registrations, visitors,
          cash in transit, phone call logging, fuel expenses, training attendance,
          scientific measurements, archiving, parent dialogue, match results, marketing,
          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
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 counting or inspecting of many asset types.
 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
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!
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 CD’s, 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.
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.
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.
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
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.
  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.
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                        WARNING!
corners!                                                                    THIS ITEM IS
                                                                          ELECTRONICALLY
• A dual tagging approach to more vulnerable assets gives the               PROTECTED

increased benefits of covert chip and overt barcode, with the              YOUR NAME
                                                                           01XXX XXXXXX
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.
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 60000 barcodes
                  RS232/USB



       These two models are on the shelf for immediate supply.
 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.
  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
     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/Vista/Windows 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…..
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 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.
  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.
    COMPANY BACKGROUND

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 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 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.
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

• Conduct portable appliance tests (PAT) and publish results to secure websites.

• Supply appropriate microchips and scanners

• Supply standard or specified software for desktop or web based access

• Supply hand held devices configured for remote data management

• Supply on site system training and office hours technical support.
MAJOR CLIENTS
Local Public Sector        Central Public Sector          Education cont....

Bath & NE Somerset         British Standards Inst         Linden Lodge
Birmingham CC              Ministry of Defence            Bishop Thomas Grant
Borders & Lothian Police   OFCOM                          Cherwell School
Brighton & Hove CC         Office of Deputy PM            Westlands School
Bristol CC                 Royal Botanical Gardens        Torah Temimah School
Carlisle CC                UK Sport                       North Doncaster TC
Corporation of London      National Theatre of Scotland   Oliver Tomkins JS
Doncaster MBC                                             Gorringe Park PS
Eastbourne BC              Recent Education clients       Stanford PS
Exeter CC
Glasgow CC                  London Academy
LB Camden                   Aberdeen Intl School               International
LB Lambeth                  Bridge Academy
LB Southwark                Newark HS                      Metropolitan Cemeteries, Perth
North Ayrshire DC           Belvoir High School            Adelaide Cemetery Authority
Oldham MBC                  Castle High School             Nestle Nigeria
Portsmouth CC               Steyning GS
Surrey Ambulance            King David HS
University of Sussex        Whitgift Foundation

				
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