Fixed Asset Management

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Based in Andover, Hants and employing approximately 250 members of staff, the role of the Medical Supplies Agency, part of the Ministry of Defence, is to ensure that various medical equipment and support is provided to the UK Armed Forces, worldwide.

Before Hardcat

Following a management decision, it was decided that the Agency required an improved method to the way in which they tracked their fixed assets.  After a recommendation of the Hardcat Fixed Asset Tracking System by a third party, the Agency approached Requisoft plc for an improved solution to the way in which they tracked their assets.

Before the introduction of the Hardcat System, the Agency tracked their assets by way of manual accounts, a method that is currently still in use, due to certain MoD policies.

After the Implementation of Hardcat

The Hardcat team installed the Hardcat Core System plus the Bar-coding Module at the Agency's offices.  Once the implementation was complete, the details of approximately 3000 items were logged. These items included all domestic equipment with a value of £100 and over, which were considered at risk of theft.  These items included furniture, PC's, electrical and mobile equipment.

The Benefits

With the Hardcat System now fully up and running, the Agency now have clear visibility of all their assets and their whereabouts. "The implementation of this system has enabled us to track our assets quickly and effectively, explained Major David Greenslade ", he continued, "The Hardcat System is easy to use and will make a great saving in the time taken to carry out an audit.  Previously, it has taken a team of between 10-12 people six weeks to carry out a full audit of our equipment.   Now, with the use of the Hardcat System, it is possible for this task to be carried out by one person over the space of approximately one week".

Conclusion

The implementation of the Hardcat Fixed Asset Tracking System has improved the Agency's control of their assets dramatically.  Its consistent use will make dramatic time-savings, enabling staff to dedicate more of their time to other aspects of their roles within the Medical Supplies Agency. Major Greenslade commented, "I am very pleased with the progress we have made with the Hardcat System and the increased productivity that it's implementation has brought, I have no hesitation in recommending the product to other departments within my organisation and to other business contacts outside of the MoD".

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Administration

The Administration Module is used to manage users and system configuration. Users are assigned a role and a cost centre. The role defines which modules of the system are available and what the user may do within them. The system allows these roles to be constructed. Examples of role types are:-

•  Administrator
•  Requisitioner
•  Approver
•  Budget Manager
•  Purchase Clerk
•  Goods Inward Clerk
•  Accounts Clerk

Cost Centres allow users to be grouped and managers to be assigned to be responsible for them. In this way, a hierarchy can be established which controls the access to information on the system. For example, a Manager may be set up as being in charge of a Cost Centre and able to see all requisitions raised within the Cost Centre.

The reporting module is accessed from within the other modules and provides the user with reports appropriate to their status. A number of standard reports are provided with the system but users may add their own, using a report generator such as Seagate Crystal Reports.

The Help Module is accessed from within the other modules and provides the user with help appropriate to their current position on the system.

Budgets

The Budget Module uses a flexible company and cost centre structure allowing budgets to be set up for financial years and financial periods.

The system is multi-currency and allows budgets to be viewed in the local currency, the standard currency for a Group of companies or in Euros.

For each budget period, the system keeps account of the budgeted amount, the amount outstanding on requisitions and the amount invoiced. Managers can view and allocate budgets as part of the Purchase Requisition Workflow process.

System security prevents a user from viewing data outside their Company and/or Cost Centre.

Benefits of this feature include:-

•  Flexible, powerful cost centre structure can handle budgets by Project and/or Department and/or period;
•  Up to date information ensure that Managers do not exceed budgets;
•  Cost Centre structure ensures that spend in properly allocated.



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