MANAGING PHYSICAL ASSETS

WITHIN

LOCAL AUTHORITIES

REDUCING COSTS RAISING STANDARDSPRESERVING 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 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

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 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.

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 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 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?

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

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

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

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

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!

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 codeas 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 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.

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.

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

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 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 priorto production, which takes about two weeks.

WARNING! THIS ITEM IS ELECTRONICALLY PROTECTED

YOUR NAME

01XXX XXXXXX

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

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

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/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 C…..

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. Typical examples are memorials, trees, street scene and playground surveys

APPENDIX D

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

APPENDIX D….. PAIRS

Communication with field personnel.

The movement of data to and from hand held devices may be achieved by USB cable orwireless 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 toincrease work rates, decrease fuel consumption, and reduce form filling and keying, aGPRS 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 transmittedinto a PDA, or by attaching an RFID scanner to a PDA and scanning data directly into thedevice. Data can also be gathered by manual entry but in each of these cases it is marshalled byan ASSETtrac application running on the PDA (see fig. 2). In some cases clients may have arequirement to send their own data stream to the web server and this can also be accommodated.

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 oncedetected, can be used to determine the identity of the sender, the location from where thedata 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.

APPENDIX D….. PAIRS Fig 1

APPENDIX D….. PAIRS Fig 2

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

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.

East AngliaIpswich BCMaldon DCSouthend BC

East MidlandsBirmingham CCCoventry CCEast Staffordshire BCStratford upon Avon TCTamworth BC

London

British Standards Inst Corporation of LondonLB of BarnetLB CamdenLB GreenwichLB HaveringLB Hounslow LB LambethLB LewishamLB Richmond

MAJOR PUBLIC SECTOR CLIENTS

LB SouthwarkLondon Underground Ministry of Defence OFCOMOffice of Deputy PM Royal Borough of Kingston Royal Botanical Gardens, Kew UK Sport V&A museum

North EastDoncaster MBCKirklees MC Newcastle CCSheffield CC

North WestCarlisle CCCrewe & Nantwich BC Oldham MBCWarrington BC

ScotlandBorders & Lothian Police Edinburgh CCEast Ayrshire DCFalkirk CouncilFife Council Glasgow CCInverclyde CouncilNorth Ayrshire DC North Lanarkshire CouncilScottish Borders CouncilSouth Ayrshire Council

South EastBrighton & Hove CC Bournemouth BCChilterns BCDacorum BCEastbourne BCHarlow DCHavant BC Medway Council

South EastPortsmouth CCReading BCSt. Albans DCSurrey AmbulanceUniversity of Sussex

WalesCaerphilly CBCCardiff CCGwent Merthyr Tydfil CBC

West of EnglandBath & NE Somerset Bristol CCExeter CCGloucester CCMalvern TCMid Devon DC Plymouth CC Torbay CouncilWeymouth & Portland BCWyre Forest DC

MAJOR PUBLIC SECTOR CLIENTS….

West MidlandsChesterfield BCDerby City CouncilPeterborough CCBorough of BostonMansfield

Schools/Lea’sBerkhamsted SchoolBordesley Green GSBrighton & Hove SFC Chalvedon SFCHautlieu School, JerseyHighlands College James Brindley SchoolKemnal CollegeKingsford SchoolNotre Dame CollegeSwalciffe Park Telford CollegeLondon Academy CastleHSDoncaster HTCLinden Lodge

CommercialAir LiquideFrance TelecomKellogg Brown & Root London UndergroundMedical Gas SolutionsNFU Mutual InsuranceNorthern Rock PLC Sage UK Sporting IndexOrange Business SystemsNational Refridgerants