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Facilities Asset Management Software - Healthcare

Rowcroft Hospice

Rowcroft hospice manages healthcare assets and facilities asset management with assettrac's asset tagging and management system.

The Requirement

Rowcroft Hospice is a large specialist care institution located in South Devon supporting patients and their families suffering progressive and life-limiting illnesses.  With an extensive estate across 22 acres and three large buildings comprising medical wards, offices and kitchens, as well as 13 local fundraising stores, the facilities, IT and financial departments needed to find a more effective way to track and manage their healthcare, IT and facilities assets.

The hospice management team chose Assettrac for its experience in healthcare asset management and its ability to provide an end-to-end solution that included the an initial inventory audit and asset tagging as well as the provision of a customised asset management software solution.

An End-to-End Asset Management Service

Asset Audit - Asset Tagging - Tracking - Asset Management Software - Hardware - Implementation & Training

Assettrac’s client team delivered the project in two phases.  Phase 1, the audit and phase 2, customised software, implementation and training. The project met the following objectives:

  • To identify and log their assets and equipment including furniture, IT, medical equipment and M&E (Mechanical and Electrical) equipment, in-situ, based upon pre-agreed specifications and restricted area availability.
  • To provide a secure cloud-based and paperless mobile solution for the following uses:
    • To offer different departments business information on estate items and their value for procurement and insurance purposes
    • To help reduce leakage and unnecessary expenditure.
    • To maximise utilisation of owned assets and equipment.
    • Track frequently moved items around site and off-site.
    • The ability to undertake safety inspections and monitoring of specific machinery and systems through paperless real-time inspections by key personnel.
    • To provide an audit trail of equipment for full lifecycle management and demonstrate compliance where necessary.
    • To store and archive disposed asset information in case requirement to reference later.

The Assettrac Approach

On-site auditors undertook the initial phase on the main site comprising asset tagging, logging of all items and data collection of agreed items.  This phase was completed in three days with auditors working around the specific needs and timings of medical wards and equipment stores.  The information was uploaded in real-time to a pre-designed online portal.

With the data collected, Assettrac’s consultants configured and set up Rowcroft’s customised online asset tracking system, populated with all tagged assets from the on-site visit.  The team then provided training on-site for key personnel from multiple departments which was tailored to the needs of their specific roles.

To enable Rowcroft to keep their asset management system (and inventory) up-to-date, handheld mobile devices, pre-installed with Assettrac’s mobile app were supplied for the facilities team.  Training was then delivered showing the Facilities Team how they could use the system to undertake quick inspections of equipment whenever they are on-site.  Via the handheld device they could see the current status of an item and critical review dates such as maintenance.

Cutting Edge Facilities Asset Management System - Delivered in 1 Week

After the project scope and the hardware selection was agreed, the entire project including on-site asset auditing, a customised facilities asset management portal and user training accomplished in a weeks on-site visit.

As a result, Rowcroft Hospice are now able to access the details of their complete asset holding and value, as well as manage key M&E installations by generating instant reports from their secure, customised cloud portal.  What’s more, the hospice benefits from greater asset visibility and is able to maximise equipment usage, knowing where every item is at any time. 

With better access to full lifecycle information on their equipment, financial management and planning is improved and the facilities departments are able to save considerable time on asset inspections across the whole estate.

 

Photo by Kampus Production

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Online Asset Management System

Bath Rugby Club

Assettrac makes asset tracking and management easy for Bath Rugby

The Requirement: Easy & Accurate Asset Tracking & Management from the Shop to the Training Ground

Founded in 1865, Bath Rugby has had a long and illustrious 153 year history the club with wins that include the Anglo-Welsh Cup, the Heineken Cup and the European Challenge Cup. Indisputably at the top flight of English rugby, they play their domestic league matches in the English Premiership, the top flight of English rugby.

Bath Rugby Club management had the following objectives:

  • To achieve an accurate, streamlined and digital asset management process for IT, Furniture, medical and rugby equipment across four locations within the club: the training ground, stadium, club shop and ticket office.
  • To move away from using inaccurate, high-risk, administrative and restrictive spreadsheets to adopt easy-to-use, digital work processes with visibility, traceability and up-to-the-minute information.
  • The system needed to be easy to update, add, dispose of items as part of on-going work processes all recorded and stored in one central area that was accessible by different areas of the business when required.
  • Instant, 24/7 access from any location via browser or app with off-site data storage, security and back-up services.
  • The system should be flexible and easy to manage, as well as fully scalable and adaptable for any future needs.
  • It needed to track a complete electronic audit history for each asset throughout its lifecycle and to provide updates and alerts for maintenance, cleaning and inspections in real-time.

The Solution: Custom Asset Management System

Central Asset Management Portal + Custom Asset Tags

Assettrac customised and deployed a fully tailorable asset tracking and data management portal for the club that was intuitive and flexible to be able to be adapted in the future by Bath Rugby’s internal team. For the initial configuration, Assettrac worked with the staff at the club to make sure all aspects of information relating to their assets, and what they needed to track and report would be captured by their system.

Assettrac supplied hardware as well as custom asset tags that would be suitable to a variety of environments such as indoors versus outdoors, and that could be used on all types of equipment.  Once the hardware was in place and tagging implemented, the centralised cloud system enabled specified personnel to manage their equipment, as well as allowing them to update and access the correct and latest details of any asset item at any of their specified locations.  When the status of any item changes (such as a change in location, or taken for maintenance), staff can instantly update the details using a PC, laptop or handheld device.

Assettrac’s team of consultants provided implementation and full on-site training and implementation for administrators and other users to ensure a successful launch.  While the system is intuitive, Assettrac supports Bath Rugby with unlimited access to customer support for any
additional assistance whenever it may be required.

 

Photo by Hanson Lu on Unsplash

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Facilities Asset Management Software Delivers Cost Savings for 10 Colleges

University of Edinburgh

university of edinburgh logo

Project Requirement

With more than 10 colleges, each with multiple buildings, The University of Edinburgh was struggling to manage its extensive IT & Specialist equipment asset register using spreadsheets. Keen to achieve a system that delivered improved oversight and control with more accurate data, lower risks and which would take less administrative time to keep up-to-date, the University partnered with Assettrac to provide an all-in-one, customised facilities asset management software.

The Facilities Asset Management Process

To gain accurate data on the volume and location of assets to be managed, Assettrac worked with partners RGIS, to assist in the first phase of the project comprising asset tagging, logging and on-site verification. The account manager worked closely with the client to configure their specific information requirements to enable the technical team to develop the client’s customised online portal. On-site, the teams worked together to identify, log and tag all items in scope within the set timescales. Site visits were project managed to minimise interruption and to maximise asset inspection and collection.  

At the end of the site audit, the team delivered an accurate asset register covering all of the locations for the 10 colleges. The asset register is delivered via their own customised, secure cloud asset portal, downloadable in various formats.

key stats for Edinburgh University's asset management software system

Client Outcomes

  1. Customised Cloud Asset Portal & Register: simplified, paper-free tracking, inspections and management of all asset items with handheld
    devices that identify any item with an asset tag.

  2. All Assets Identified: an asset verification process audited and tagged over 6000 items of equipment. Each was given unique asset tags and references, their building and room and with a supporting image for easy identification.

  3. Easy to Use System that Gives Instant Updates: all new asset items can be instantly tagged added to the asset register and tracked. Updates and information can be managed using a hand-held device, whether in the office or on-site.

  4. Reduced Wastage & Increased Savings: full oversight over the location and age of assets means the university can now maximise the use of existing assets and has reduced expenditure purchasing duplicate and unnecessary items.

  5. Reporting Made Easy: no longer held back by cumbersome paperwork or spreadsheets, the University of Edinburgh can update and manage information in real-time, as well as extract meaningful reports designed around their organisation’s information needs. Detailed reports are shared at the click of a mouse giving full audit trail of equipment and locations as well as meet compliance requirements by easily scheduling and managing inspections of specialist equipment.
university of edinburgh asset management software implementation timeline