Asset Tracking - Daily Express Newspaper Group Case Study

The Daily Express Newspaper Group needed to reconcile their Fixed Asset Register entries in PeopleSoft through regular barcode audits. FMIS provided a mechanism where data was extracted using core PeopleSoft routines to identify asset groupings, scope and boundaries. These extracts were loaded into the Asset Intelligence equipment audit module and then used to produce a set of automated matching criteria. A set of key words, codes and classifications were downloaded onto barcode readers which were then used for the final audit at a number of sites. The key requirement was to audit high value asset categories.

Planning and Preparation

A number of key boundaries, scopes and objectives are set for sections of the fixed asset register. The key words are analysed from the field asset categories and description fields and used to build up a set of key markers on the barcode scanners.

Extract from PeopleSoft

PeopleSoft has in-built facilities to provide downloads for the Asset Intelligence barcode audit exercise. A number of particular audit runs are taken from the test system to prove the concept. Some developer time is required to ensure the pre-built routines are optimised.

Load Asset Intelligence Matching Routines

Using customer and location knowledge a set of algorithms are loaded into Asset Intelligence, allowing the system to automate the matching of items loaded into the barcode scanner with the details uploaded from the fixed asset register.

Conduct Audit

Barcode scanners are used to load approximately 250 assets per day. Each asset is barcoded and certain information entered from operator prompts on the barcode scanner. All data is uploaded through synchronisation.

Find Matches and produce Mismatch Reports

Once the audit is complete matches are run and fine tuned until at least 90% of all equipment items are matched back to the fixed asset register using the intelligence built into the matching algorithm.

Produce Bulk Adjustments for PeopleSoft

Asset Intelligence produces the results file in the correct format for PeopleSoft. This file is uploaded into PeopleSoft and a mass changes batch is run.

Produce final financial account in Fixed Assets

The fixed asset register within PeopleSoft has updated barcode, serial numbers and location information. Any disposals required are also processed. A match has been achieved between the physical barcode register and the fixed asset register.