Comprehensive Asset Inventory Using Third-Party Software
An independent technical inspection association selected RGIS based on the proven ability to deliver accurate, large-scale asset inventories, using third-party systems as required.
CHALLENGE
An independent technical inspection association needed to update its fixed asset register to support financial reporting, improve asset tracking, and prepare for the introduction of a new asset management system.
The original expectation was to audit approximately 14,000 assets across the 61,000 sqm campus, spanning nine buildings with mixed usage. However, due to outdated records and unaccounted acquisitions, the actual asset count nearly doubled to 30,000, demanding a highly flexible and scalable partner.
WHY RGIS?
The technical inspection association selected RGIS based on the proven ability to deliver accurate, large-scale asset inventories, using third-party systems as required. The ability to quickly mobilise trained staff, work flexibly across varied building types, and ensure clean data capture positioned RGIS as the ideal provider for this precision-focused project.
OUR SOLUTION
RGIS delivered a multi-phase asset inventory solution tailored to the customer’s requirements and software environment:
- Third-Party Integration: All inventories were captured directly into the customer’s chosen software platform – installed on RGIS devices.
- QR Code Capture: Assets were scanned using QR codes, with fall-back procedures for unreadable or missing tags (new label creation, “defective” flag in SharePoint, etc.).
- Data Enrichment: Each item was classified by furniture type, condition, and location (building, floor, room). Photos and notes were uploaded for unlisted or special items.
- Structured Rollout: The inventory started in October and concluded by December, following extensive pre-project training and scoping meetings.
- Follow-Up Scope: After identifying 30,000+ items, the customer issued a second contract in January to finalise the inventory process and update reporting for the supervisory board.
RESULTS
- Real-Time Visibility: The technical inspection association can now track asset movements and updates instantly within its accounting system.
- Data-Driven Oversight: Inventory data is now accessible and structured for supervisory board-level reporting.
- Operational Discovery: The audit revealed that the existing asset base had more than doubled, highlighting discrepancies in internal record-keeping.
- Scalable Experience: RGIS staff gained further expertise in third-party system audits and high-volume asset management, ready to replicate across the customer’s group.
- Customer Satisfaction: The customer praised the accuracy, flexibility, and professionalism of the RGIS delivery team, which included Area Managers, District Managers and over 10 auditors.
CONCLUSION
The technical inspection association now benefits from an up-to-date and integrated fixed asset register, improving both internal accountability and external compliance. While the new system allows the customer to independently maintain its records going forward, this project has laid the groundwork for potential collaboration across the customer’s wider network.