Streamlining Fixed Asset Inventories Across Multiple Locations

CHALLENGE

One of Germany’s largest statutory health insurance providers required a comprehensive inventory of all fixed assets across 134 branches and 21 regional centres. The customer needed a reliable partner to systematically record their assets using a pre-configured furniture catalogue and a bespoke app. This project involved approximately 70,000 fixed assets that had to be inventoried, labelled and catalogued within a short timeframe.

Additionally, the health insurance company’s existing asset records were incomplete, meaning that unrecorded assets would also need to be identified and captured during the inventory process.

WHY RGIS?

The company who had been managing the health insurance provider’s inventory app development, realised they needed a partner to perform the physical inventory. After researching potential partners, they selected RGIS due to our extensive experience in fixed asset inventories and our ability to efficiently manage large-scale projects.

OUR SOLUTION

RGIS collaborated with the app provider to deliver a comprehensive solution for the health insurance company:

• Planning and Training: A detailed deployment plan was created by RGIS’s Leipzig district, covering the 134 branches and 21 regional centres. RGIS teams received joint training with the app provider on how to use the app and handle the specific requirements for recording the fixed assets. A total of 40 employees, divided into teams of two, were trained to conduct the inventories.
• Inventory Execution: Over the course of 20 days, RGIS conducted the inventory, recording each asset by room and floor. The assets were labelled with barcodes and captured using the bespoke app on tablets and smartphones.
• Real-Time Data Capture: All data was instantly uploaded into the app, allowing the health insurance provider to monitor the progress in real time and ensure that all assets were accurately recorded.

RESULTS

• Accuracy and Completeness: The inventory was successfully completed, capturing 70,000 fixed assets. Additionally, several assets that were not previously recorded were identified and added to the customer’s records, providing them with a complete and accurate fixed asset accounting system.
• Customer Satisfaction: The health insurance company was highly satisfied with the accuracy and efficiency of the service. Both RGIS and the app provider exceeded the customer’s expectations, and the project was completed within the expected timeframe.
• Recommendations and Future Opportunities: The health insurance company was so pleased with the results that they plan to recommend RGIS and the app provider to other federal states, opening up further opportunities for similar projects across Germany.

CONCLUSION

The health insurance company now has a fully updated and accurate inventory system, allowing them to track any asset changes in real time. The customer will likely continue working with RGIS and the app provider for future inventory cycles, as Germany mandates regular asset inventories every three years. This successful project has solidified RGIS’s reputation for delivering high-quality fixed asset inventories in partnership with digital solutions like the bespoke app.

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