MANAGING PHYSICAL ASSETS WITHIN YOUR SCHOOL OR COLLEGE REDUCING COSTS RAISING STANDARDS PRESERVING REPUTATION pr

1. MANAGING PHYSICAL ASSETS WITHIN YOUR SCHOOL OR COLLEGE REDUCING COSTS RAISING STANDARDS PRESERVING REPUTATION prepared byASSETtrac Ltd

2. INTRODUCTION • This presentation is a preparatory document to be read prior to or in conjunction with the onsite demonstration from one of the ASSETtrac Team.The content • examines the typical problems associated with managing a diverse range of physical property • proposes a practical three part solution of asset tagging, simple hand held readers, and management software • illustrates how the School may derive practical benefits arising from the ability to • accelerate information gathering and reporting • locate and defend School property • reduce the time spent on repetitive paper based procedures • improve compliance with legislation

3. CONTENTS • THREATS • TYPICAL PROBLEMS • SOLUTIONS • PRACTICAL APPLICATIONS • SUMMARY • APPENDICES A Identifying the asset BThe scanners • C The software program DMobile data capture • COMPANY BACKGROUND • MAJOR CLIENTS • ASSETtrac SERVICES

4. THE THREATS TO YOUR SCHOOL ASSETS Every year £1 billion of computer equipment is stolen in the UK. Even when fully insured, the time and inconvenience of equipment replacement are additional costs, as is replacing sensitive information. Thousands of recovered items cannot be returned due to lack of proof of ownership, and one thousand laptops are being stolen in Britain each week! Digital cameras are not far behind. Organisations seldom know exactly what equipment they have or where it is. Poor supervision results in resources being wasted as misplaced items are replaced unnecessarily. Theft is encouraged when no checks are apparent. Faulty equipment causes accidents and compensation levels are rising with the effects of consumer ‘rights’, victim culture, and ‘no win no fee’ lawyers. Financial resources and reputation are further undermined when a lack of up to date maintenance records and risk assessments prevent due care being demonstrated over such diverse assets as portable appliances, trees, machinery, IT equipment, and buildings. Misplaced files and staff turnover result in vital knowledge potentially departing with the employee, leaving dangerous and time consuming knowledge gaps. • The above illustrates important threats arising from property • ownership, which if ignored can cause failure to reach agreed • standards, increased claims frequency, loss of reputation, or at • least serious business interruption.

5. TYPICAL PROBLEMS ON CAMPUS • Problem:Getting answers to these questions is taking up too much of our senior • managers’ time. • How accurate was our last audit and how much is it costing us to collect the data? • Can we track how equipment moves between different locations, and what’s missing? • Are all our PAT test records up to date? Do we know what items are due for test this week? • Have our insurance policy limits been adjusted for depreciation, disposals and new purchases? • If equipment causes injury to anyone on site, can we deliver our latest and historic maintenance • reports to the health and safety inspector and to our solicitor? • Can we release balance sheet fixed asset figures to our accountants and governors with confidence? • If the police find some school property can we search the database instantly, prove ownership and • put it back where it belongs? • What is our aggregate uninsured position in the event of a big fire or flood? • Do we have a priority save list at the front door?

6. TYPICAL PROBLEMS ON CAMPUS • Problem:Getting answers to these questions is taking up too much of our senior • managers’ time……. • Are we breaching our software licences? Are we operating unsafe workplaces? • Can we discover instantly what sports equipment we bought last year to maximise our • negotiating power with the sales team next week? • The financial controller needs year end book values using different depreciation rates. • Can we run this quickly in each department? • Can we export a list of our grounds maintenance equipment to the head gardener for updating? • Solution All data can be sorted and filtered much faster than using spreadsheet • queries, with instant changes to totals, and exported or printed • Benefit Speed, accuracy, time saved, and perhaps reputation too. • Databases can be set up for marking exams, registrations, visitors, • cash intransit, phone call logging, fuel expenses, training attendance, • scientific measurements, archiving, parent dialogue, match results, marketing, • job interview scoring, call out times. It can even validate outside contractors • invoicing, eg cleaners have to scan a barcode after each room is completed

7. THE SOLUTION Essentially what ASSETtrac does, being independent of any hardware manufacturer in this field, is to put a range of tag options, decoder choices, and data management possibilities in front of clients to substitute as much paper as possible with electronic recording. Selections can all be supplied through us to provide an end to end solution which  speeds up procedures in the counting or inspecting of many asset types.  reduces inaccuracy, deters theft, and offers documentation to protect reputation  enables balance sheet/financial controller questions to be answered quickly. We work with the label and scanner suppliers on many occasions, integrating components with our own software to produce a ‘plug and play’ system that can be operated comfortably within an hour and is also network ready. Standard packages are on the shelf. Our emphasis is on ease of use and all our clients find operating a menu driven barcode scanner in conjunction with a tagged asset or room or person or vehicle significantly improves accuracy and speed over the clipboard approach. This is a complete end to end solution with barcode or microchip talking to scanner and scanner talking to software. More detail on the three elements can be found in APPENDICES A - D

8. THE SOLUTION • THE SOFTWARE PROGRAM- ASSET PERFORMER OVERVIEW • Anyone with a modest knowledge of data input can become familiar with all the functions within one hour as training records and Help file are pre-installed. Other benefits include:- •  Our research shows its price is well below comparable software • It can be amended to your requirements, and your current records imported en bloc • It can track any activity that needs recording, not just fixed assets. • User defined views can be set up instantly so that for example the IT manager can see a set of asset information that is separate from the information that the auditor may want to see, or the purchasing dept may want etc, all within the same database. • It manages all the business ‘chores’ of tracking, audit, inspection records, depreciation, • and values in one program, with fast data input and easy reporting. • With the application of barcodes to locations, vehicles, or even people, these • procedures are completed both accurately and at great speed compared with • the manual paper approach, leaving you free for more interesting activities!

9. PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT • Theasset manager or internal auditormay use this system to track who has what where, and via ‘History’, who hadwhat where. Old asset registers are easy to import. Equipment associated with field weekends, away matches, theatre lights, and special interest clubs may be marked and tracked. • The purchasing managermay use it to determine the age and write off periods for site machinery, furniture, gym equipment , and budget for replacement. • The IT managerensures compliance with software licences, and defends the security of important computers with tamper resistant labels. Repairs can be checked in and out, as can the issue of software CD’s, and laptops for staff at weekends. • The bursar or registrar may create new databases very quickly to record many aspects of the school/parent/pupil relationship, as each data record may be identified by post code or student number as well as barcode number. • The finance directorcan instantly review original and depreciated values, demand any type of report by asset, location, time, manufacturer etc.

10. PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT • Theinsurance managermay obtain accurate sums insured for policy limits, and control up to date maintenance and inspection records. This is vital to demonstrate reasonable care in court to limit compensation for injured parties, and resist accusations of negligence. • The facilities managermay log building conditions, record asbestos discovery, log security guard movements, and schedule grounds’ maintenance. • A lab managermay label and track laboratory specimens in the biology department, and defend valuable scientific apparatus. • The security managermay record covert identification numbers of RFID microchips to assist in proof of ownership and the recovery of valuable stolen property. • The health and safety officercan issue batch records/work schedules to a hand held computer for maintenance staff to carry out condition surveys, risk assessments, PAT testing etc. Edited results are uploaded to the host PC instantly, removing the need for keying hand written results into spreadsheets.

11. PRACTICAL APPLICATIONS WITHIN YOUR ESTABLISHMENT • The financial controller can validate the costs of outsourced services, eg room cleaning. • The head of music can record all instruments, and track loans to other parts of the school or for home use. • An archivist, librarian, or art managermay create an inventory of their respective collections for security or lending purposes • All elements of this solution have been chosen for low cost practical benefits, ease of use, and minimal training needs, and can be tailored to exact client requirements without costly rewriting of the software.

12. SUMMARY • The Asset Performer program is all about improving processes, removing paper, and liberating busy managers from time consuming and often boring activity. The main objective is usually physical asset management, but it can • be quickly tailored to register any human activity, thus saving even more time and costing less per user. • Many clients are stirred into action by theft, insurance companies, education departments, accidents, legal proceedings or health and safety inspections. A typical overall cost of £3000 is a small investment to • Defend a hard won reputation in an aggressive legislative climate. • Alleviate concern over information deficits and security weakness. • Discover and remedy potentially dangerous conditions. • Encourage best business practice. • Obtain a positive ROI by concentrating faster tools in fewer hands. • Stephen Laing- March 2010

13. APPENDIX A • IDENTIFYING THE ASSET • There are only two types of tag that will • communicate with computers • a)Barcode Labels • Metallised, hard plastic, or vinyl tags, carrying a logo, barcode, sequential • number, customised message (Property of…) or Help Desk number. • Labels can have punched dots through which a compound can be painted to • etch an underlying surface with a post code or phone number. • Certain hard plastic tags meet industry standards for attack resistance, and • there are types of tamper resistant vinyl labels which cannot be removed in • one piece. • Surface markings are appropriate for marking internal assets, • buildings, and people where threats, environment, and • abrasion are minimal.

14. APPENDIX A …. IDENTIFYING THE ASSET • b) Radio Frequency Identification (RFID) • The marking device is the radio frequency transponder, • otherwise known as the microchip. • It carries a unique unalterable code number, retrieved • by a small handheld scanner. • Unlike a bar code, it does not deteriorate with time, can improve security, and • can be ‘read’ through most materials, which is important in rough handling or • high threat environments. • It can be supplied in various formats such as a nail for pallets and trees, discs • for underground use, and self adhesive badges for IT equipment, power tools, • and vehicles.

15. APPENDIX A…. • IDENTIFYING THE ASSET • Selection will be based on budget, experience of recent loss or the threat of it, write off periods, and how important the ‘asset visit’ is for audit, inspections, testing etc. • Metal and basic vinyl labels are among the cheapest, but the saving is only • significant in large numbers, and some clients report that after a • while fingernails do a good job of peeling back the • corners! • A dual tagging approach to more vulnerable assets gives the • increased benefits of covert chip and overt barcode, with the • added benefit of using the chip warning label for branding/help • desk purposes. • We bring many different tag types on client • visits so they can be examined and tested in person rather • than just seen in brochures or web sites. All labels are designed and submitted for approval prior • to production, which takes between two and • four weeks depending on tag type. WARNING! THIS ITEM IS ELECTRONICALLY PROTECTED YOUR NAME 01XXX XXXXXX

16. APPENDIX B • THE SCANNERS • Clients appreciate ease of use and as you can see from the pictures below, there are very few buttons hence a minimal training period! Both are supplied with cables for computer linking. • RFID read only Cipherlab 8001 PDT scanner, Cable link holds up to 60000 barcodes RS232/USB • These two models are on the shelf for immediate supply.

17. APPENDIX C ASSET PERFORMER Asset Performer is a practical spreadsheet looking program to manage Inventories, Property Tracking, Maintenance Records and Compliance, Sums Insured, Depreciation, Audit, and Proof of Ownership. Based on the success of its predecessor Asset Manager, which has already sold over a thousand copies, this latest version incorporates all the daily needs of managing moveable assets.

18. APPENDIX C ….. • THE SOFTWARE PROGRAM- ASSET PERFORMER • Benefits include… • ● Improved asset visibility over who has what where, and for how long • ● Default views and user defined data tables • ● Fast point and click data entry, multiple database creation • ● Search and filter capabilities, tracks live, missing, and disposed property • ● Compatible with both barcode and RFID microchip identification system • ● Standard or customised reports, and improved audit trails • ● Software licence management • ● Theft deterrence and recovery of stolen property through covert proof of ownership • ● Can import existing whole asset registers, and sequential numbering systems • ● Promotes up to date values, accurate sums insured, and potential for improved terms • ● Creates maintenance logs, PAT test records, and depreciation management • ● No expensive contracting costs or training needs • ● Full built-in user guide • ● Integrated barcode module available for automatic auditing • ● Synchronisation with hand held computers for paper free surveys • and inspections

19. APPENDIX C .... • THE SOFTWARE PROGRAM- ASSET PERFORMER • Compared with spread sheets, Asset Performer… • ● Can contain multiple products (databases) in the same program • ● Has pre-designed formats (views) which can be easily customised • ● Is integrated with barcode and radio frequency microchip scanners • ● Contains depreciation routines • ● Tracks the change history for every field belonging to an asset • ● Allows sorting and filtering via simple mouse clicks • ● Is network ready (many people can share the same data) • ● Allows simple import from and export to other programs • ● Has in-built security • ● Contains a menu of all the common asset description fields that you are likely to need • ● Will build lists from existing data to save typing when adding similar asset details • The program is for use with Microsoft Windows 98/ME/2000/NT4/XP/Vista/Windows 7, written in VB with an ACCESS 97 backend. The program may be loaded from CD on • stand alone PC’s, or a network version installed. In each case the program will • run for 30 days before a registration code is required from us via a phone call.

20. APPENDIX C….. THE SOFTWARE PROGRAM- ASSET PERFORMER MAIN ASSET TRACKING FUNCTIONS OF ASSET PERFORMER Single record input Value range filtering RFID input Date range filtering Help File Button Menus D/B access passwords Instant D/B switching Default headers Book value comparison Cell change tracking Dependent filtering Search record Instant filtering Column order/width In cell editing Font/Style User defined display User defined headers Multiple asset entry D/B import/export Custom report printing Scanner integration Multiple barcode entry Auto total value fields Paper free audits Depreciation Routine Built in Training D/B Multiple customised views Pocket XL Hot sync Each data record can contain as many cells as you like. However to save scrolling time and entering data that is rarely used, there is an attachment feature to any other file type. So attaching a picture of the asset, or its operating instructions is but a mouse click away.

21. APPENDIX D • MOBILE DATA CAPTURE- PAIRS • PAPERFREE ASSETINSPECTIONandRECORDINGSYSTEM • One of these tools is three times as V fast as the other, reducing survey costs by up to 70% • PAIRSis a simple but powerful paper free system to accelerate the process of recording equipment inspections or surveys of corporate property and procedures. • Combining office PC and palm sized hand held computer, the costs of recording • and storing inspections via the traditional paper trail are significantly reduced.

22. APPENDIX D….. PAIRS The Objective  Improve the speed and accuracy of creating and reporting risk assessments, survey results, and equipment tests to the responsible manager with modern electronic data capture tools.  Reduce the annual costs of the whole process without a significant rise in re- training.  Obtain documentation to support both compliance and safety measures taken. The Benefits  The issue of batch inspections, isolating equipment most at risk, and prioritising remedies.  Updating via user friendly spreadsheet records, and automatic re-inspection scheduling.  A robust record retention program to meet best practice and the requirements of the HSE.  Substantiating the dialogue over duty of care with employees and third parties.  Accelerated progress towards site compliance through faster survey rates.  Based on nominal employment costs, inspection cost reductions of 70% are achievable.

23. COMPANY BACKGROUND • ASSETtrac Ltd was formed in 1999 by director Stephen Laing with the experience of some 25 years as a Lloyd’s broker in the City of London and abroad. The company’s initial focus was on security with the provision of objective advice on unique identification and the supply of a range of tagging devices including RFID microchips, radio frequency identification devices commonly found in animals. These are a serious alternative to barcodes in chosen areas of article numbering. Ian Athersmith joined as technical director in 2003 and is responsible for all software products. In a short time the company has developed a number of household name clients as detailed elsewhere, and the focus now is very much on:- • Improving processes in the data management field • Enabling clients to dispense with costly slow paper processes and tick sheets • Providing integrated end to end solutions comprising tag, scanner, and software • Keeping the software simple, to accelerate roll out, minimise training and • facilitate user defined procedures. • Reinforcing day to day management benefits with security as a bonus. • Providing outsourcing services to organisations who just require their assets tagged, logged, and audited with an accurate inventory as the outcome. Data reports may include condition, value, weight, serial numbers, and PAT testing.

24. ASSETtrac SERVICES • We will provide any combination of the following services:- • Recommend, assist design, and supply generic or customised labels • Fix labels and collect asset data, and/ or conduct an audit • Conduct portable appliance tests (PAT) and publish results to secure websites. • Supply appropriate microchips and scanners • Supply standard or specified software for desktop or web based access • Supply hand held devices configured for remote data management • Supply on site system training and office hours technical support.

25. MAJOR CLIENTS Local Public Sector Central Public Sector Education cont.... Bath & NE Somerset British Standards Inst Linden Lodge Birmingham CC Ministry of Defence Bishop Thomas Grant Borders & Lothian Police OFCOM Cherwell School Brighton & Hove CC Office of Deputy PM Westlands School Bristol CC Royal Botanical Gardens Torah Temimah School Carlisle CC UK Sport North Doncaster TC Corporation of London National Theatre of Scotland Oliver Tomkins JS Doncaster MBC Gorringe Park PS Eastbourne BC Recent Education clientsStanford PS Exeter CC Glasgow CC London AcademyLB Camden Aberdeen Intl School International LB Lambeth Bridge Academy LB Southwark Newark HS Metropolitan Cemeteries, Perth North Ayrshire DC Belvoir High School Adelaide Cemetery Authority Oldham MBC Castle High School Nestle Nigeria Portsmouth CC Steyning GS Surrey Ambulance King David HS University of Sussex Whitgift Foundation