Floors
4
Guest rooms
178
Assets
7,700
An airport hotel located in Poland required the support of RGIS. A fiscal inventory of fixed assets needed to be performed once every four years, the last one took place in 2018, and this year the customer decided to collaborate with RGIS.
THE CHALLENGE
The customer required RGIS to provide the following:
- Count all fixed assets in the hotel on all four floors, including 178 guest rooms, restaurant, lobby, kitchen, storerooms and administration facilities
- Complete the inventory efficiently and in no more than four days
- Provide an accurate updated asset register
Why RGIS?
The airport hotel needed to conduct an accurate fixed asset inventory to reveal the losses which they might not have been aware of through the last four years.
Our Solutions
The airport hotel partnered with RGIS to complete the hotel fixed asset count project, and RGIS provided the following:
Using the building plans supplied by the customer, RGIS scheduled a team of 10 experienced RGIS auditors. Divided the teams into five groups, which were each assigned an area of the hotel
Three groups of auditors were allocated to the housekeeping department, due to the large number of rooms. To work more efficiently, RGIS prepared an excel table which indicated what sort of assets could be found in each room. This meant that the teams did not have any issues whether something needed to be counted or not
The other two RGIS auditing teams conducted the inventory of administration and technical parts of the building
The hotel’s assets were labelled with barcodes, and were scanned. The RGIS system completed the rest of the information about that record which was taken from the database provided
Any assets without a label were tagged with a temporary barcode. Information about the asset, including serial number, location and department, were logged
Results
The airport hotel found by outsourcing hotel fixed asset count project to RGIS, the following results were achieved:
Teams accurately counted a total of 7,700 items of fixed assets and equipment
Variance reports were checked against the register and any assets with missing barcodes were added to the register
The count was efficiently completed within the requested four days, over a weekend
Because of accurate and expanded data, the customer could easily target the assets counted in the different areas. Also sort them to find what was missing to enable them to utilise the existing assets
The customer’s existing asset register was updated with the up-to-date accurate information
Conclusion
By partnering with RGIS to complete a comprehensive fixed asset inventory, the airport hotel achieved accurate, up-to-date visibility of assets across all guest rooms and operational areas within the required four-day timeframe. RGIS’s structured, area-based approach and barcode verification ensured missing items were identified, untagged assets were captured, and the asset register was fully reconciled. As a result, the hotel strengthened asset control, improved utilisation of existing equipment, and established a reliable foundation for ongoing asset management and financial reporting.
