A local education board had an in-house team of six full time employees to complete asset counts and asset management, for the schools within their jurisdiction. The customer wanted a cost effective alternative of the asset management for the schools.

REQUIREMENT

The local education board needed a cost effective alternative to their current fixed asset management program for the schools within their jurisdiction. The customer required the following:

• RGIS team were required to replace six full time employees and lower the local board budget for asset management
• Perform the asset counts in a shorter time frame and at a lower cost than the current program
• Counts needed to take place within a specific time frame, the six week school holiday, so not to disrupt the school day for staff or pupils

SOLUTION

RGIS created an efficient data collection program that used experienced, local teams working together with administrative school employees.

• Each selected location was completed in one day, utilizingRGIS' teams of local, experienced auditors
• The scheduling team at RGIS, coordinated the timing of each fixed asset inventory with each of the schools themselves
• All locations were scheduled to ensure no disruption to pupils or staff

RESULTS

The local education board was able to complete asset counts in all locations across the six weeks holiday – this had previously taken a full year to complete.

• Full time asset management positions were no longer needed so the local education board could utilize those staff members for other requirements
• All fixed assets across all buildings were inventoried in one day per location, by dedicated RGIS teams
• The more efficient process led to better asset inventory results at a lower cost, with a better understanding of how many assets were in which location
• Reduced over ordering and budget spend