Auditors
2 to10
Assets
500 to 2000
Hours per school
5 to 6
Customer
Private and Public Schools
Sector
Historical
Public and private schools in Australia use RGIS to verify and update each school’s asset register. Each school employs a Business Manager who is responsible for the upkeep of the asset register.
THE CHALLENGE
The schools required the following:
- RGIS to work alongside the individual Business Managers
- Both annual and bi-annual checks
- RGIS to collect all asset data and upload all the data in format requested by the schools
- All RGIS employees cleared to be working with children
Why RGIS?
Public and private schools in Australia use RGIS to verify and update each school’s asset register. Each school employs a Business Manager who is responsible for the upkeep of the asset register. The Business Manager for each school performs regular maintenance on the asset register, however either annually or bi-annually, RGIS is required to conduct a full audit and update of their listing for each school.
Our Solutions
RGIS worked with the Business Managers of the schools to complete the following:
RGIS supplied teams of 2-10 auditors to each school, to complete the data collection in 5-6 hours per school
Each school generally held between 500 to 2000 assets
Data collection fields included: Asset Number, Description, Make, Model and Serial Number
RGIS loaded the existing files supplied, scanned the asset numbers and verified that all the data field details were correct
Any new assets, were assigned a new number and all the relevant asset data field details were collected
Assets that were counted included air conditioning units, wireless access points, data projectors, laptops, iPads, televisions, photocopiers, servers, communications cabinets, sporting and playground equipment, musical instruments and grounds maintenance equipment. Chairs and tables were also captured as a bulk count (not individually assigned an asset number)
RGIS were able to supply a ‘not found list’ so that the school could perform a reconciliation, and update the asset register accordingly
Results
By partnering with RGIS, the schools benefited from the following:
The outcome of an updated asset register was achieved
Old assets were removed from the schools’ inventory
New found assets not previously recorded were added
Business Managers can now continue maintenance from the updated list
Reduced over ordering assets they already had
Conclusion
By partnering with RGIS to carry out regular full asset audits, the schools achieved accurate, up-to-date asset registers that reflect their true inventory position. RGIS’s collaborative approach with Business Managers, secure and compliant staffing, and structured data verification ensured missing assets were identified, obsolete items removed, and unrecorded assets added. As a result, schools strengthened asset governance, reduced unnecessary purchasing, and enabled Business Managers to confidently maintain asset records between audit cycles.
