Asset Capture and Life Cycling
An Academy Trust – Asset Capture and Lifecycle Costing
Background
When an existing Client took on a new role at a Multi-Academy Trust, they approached VJA to survey all their 8 Schools and prepare a comprehensive Asset List of all their Mechanical, Electrical, Heating and Ventilation and Air Conditioning equipment. The primary purpose was to identify the age of the equipment, life expectancy and identify what needs to be budgeted for.
Benefits of an Accurate Asset List
- Know exactly what equipment you have enables you to manage it effectively.
- Identify what items need to be managed to be compliant.
- Define who is responsible for the maintenance of each item, be it delivered internally by the Premises Team or outsourced to an external service provider.
- Create a Planned Preventative Maintenance Planner to provide an overview of the year’s activities.
- Create a compliance tracker for ease of reporting.
Consultancy Action
VJA Consultancy Limited undertook a comprehensive survey of all the known assessment on all eight sites, working with and helping the Premises Teams understand what they have on their site.
- Assigned a unique Asset Number to the Trust for each piece of equipment and identified it with a QR Code label.
- Tabulated in Excel format all Assets, providing where possible, Asset Number, Description, Location, Make, Model, Serial Number and any relevant comments. Not expensive software.
- With this appointment we were also asked to provide ‘Budget Costs’ for some of the older pieces of equipment and those in a poor state of repair.
- VJA also provided a photographic record of each item showing the condition, date and time.
Outcomes
The Client was now operating from an informed position and was able to:
- Prioritise any immediate spending needs.
- Budget more accurately for future Cost.
- Consider refurbishment of Plant Rooms etc. or other areas.
Conclusion
This proactive approach ensures the school remains operational, safe, and compliant with current standards. It will also provide peace of mind for all Governors and other Stakeholders knowing that the Estates are being managed with informed knowledge.