A county, district, borough or unitary council may hold very different types of assets, from land and buildings to vehicles, IT and service equipment. Combined and specialist local authorities may have similarly varied records. Finance needs the accounting detail; estates and operational teams need usable information about the assets they manage.
FMIS provides specialist systems for these related tasks. The appropriate modules and data structure depend on the authority’s asset classes, accounting policies, existing finance systems and operational responsibilities.
FMIS can connect financial asset information with the teams responsible for managing, locating and maintaining assets in practice.
Maintain asset classifications, useful lives and depreciation; record revaluations, impairments, transfers and disposals; and manage financial records for assets under construction and those ready for use.
Record asset locations, custodians, status and movement history. Equipment can be assigned to users or departments and verified through barcode or QR code audits.
Organise records by asset, site, facility and component so colleagues can identify what is held and provide finance with the information needed to maintain the register.
For equipment within the maintenance scope, keep service schedules, work orders and maintenance history associated with the relevant items.
Buildings and other assets may accumulate costs over several reporting periods. Finance teams need to distinguish assets under construction from those ready for use, assign expenditure to the appropriate asset or component and establish when depreciation should begin.
A register may need different asset categories, useful lives and depreciation treatments. Significant components can require separate records, while valuations, impairments and disposals need to remain traceable over successive reporting periods.
Vehicles, IT and other movable equipment change location or custodian. Periodic verification helps teams investigate differences between operational records and the financial register, rather than relying on an old list of assets.
FMIS Fixed Assets uses configurable classifications and parent–child asset relationships. Finance teams can calculate depreciation and record changes including additions, transfers, revaluations, impairments and disposals, with reporting at detailed or grouped level.
FMIS Fixed Assets supports records for assets under construction, including additional costs as work progresses. Finance teams can maintain the accounting information needed when assets become ready for use, including classifications, component records, useful lives and depreciation start dates.
FMIS Asset Tracking can record location, status, assignment and movement history. Barcode or QR code-based checks can support a physical count, with differences reviewed against the authority’s records.
FMIS Equipment Maintenance can schedule work by date or meter reading, create work orders and retain service history for equipment in scope. It should be assessed alongside, rather than assumed to replace, any specialist property, highways or housing systems already used by the authority.
FMIS Lease Accounting can hold agreement records and support lease calculations, changes and reporting. The council should confirm the accounting treatment and any integration requirements for its deployment.
FMIS Purchasing can support approvals, orders, goods receipts and invoice processes. The purchasing workflow, integration needs and procurement requirements should be agreed with the council.
Asset classifications, component relationships, depreciation and financial changes.
Lease data, calculations, changes and reporting for relevant agreements.
Location, custodian and movement records, with tools for physical asset checks.
Planned tasks, work orders and service history for equipment in scope.
Purchasing approvals and records from requisition and order through receipt and invoice.
Requirements differ between departments. View the full range of FMIS solutions.
FMIS works with multi-service councils such as Shetland Islands Council, where asset responsibilities sit across a varied range of local services. The relevant FMIS application depends on the assets and teams in scope, from financial asset records to tracking or equipment maintenance where those modules are required. Specialist authorities can have a more defined focus: as the North London Waste Authority example shows, FMIS Fixed Assets can organise financial records by facility, location and asset system.
FMIS also supports organisations closely connected to housing for local government and councils. Hebridean Housing Partnership, an independent registered social landlord formed following the transfer of the Western Isles council’s housing stock, uses FMIS Fixed Assets and Lease Accounting. Its requirements centre on financial asset and lease records, illustrating a different application from a multi-service council or a specialist waste authority.
North London Waste Authority needed to bring asset information from different sources into a fixed asset register while its classifications and reporting requirements were still developing.
FMIS supported a phased approach to imports and configuration, including records organised by location, facility and asset system. The authority has reported improved data consistency and a more structured basis for financial review and audit preparation. Its asset classification work is continuing.
Council IT and procurement teams will need to assess access controls, hosting, data handling and assurance evidence against their own requirements. FMIS’s Trust Centre sets out its approach and provides routes to supporting information for a more detailed review.
Framework availability relates to the particular listed services. Buyers should check the current listing, their eligibility and their own purchasing process.
Can FMIS support component accounting for council assets?
FMIS Fixed Assets supports linked parent and child records with detailed and grouped reporting. The authority still needs to decide which components are significant, set appropriate useful lives and apply its accounting policy.
How can we check assets held across sites?
FMIS Asset Tracking records locations, assignments and asset history. Barcode or QR code-based physical checks can help teams compare what they find with the recorded information and investigate differences.
Does FMIS replace a council’s finance or property system?
This page describes specialist FMIS asset and related modules, not a complete council ERP or property-management replacement. Any data exchange and division of responsibilities should be scoped against the systems already in use.
Is FMIS available in the cloud and on-premise?
Yes. FMIS can be delivered through FMIS Cloud using UK-based hosting or installed within the department’s own environment. The most appropriate deployment model will depend on security policy, infrastructure, access requirements and the scope of the implementation.
Which FMIS services are available through G-Cloud 15?
The current FMIS G-Cloud 15 services cover Fixed Asset Management, Asset Tracking, Equipment Maintenance and Lease Accounting. Buyers should review the applicable service descriptions and framework guidance before selecting a procurement route. Other FMIS modules may require a separate procurement arrangement.
Do departments need to implement every FMIS module?
No. FMIS is modular. A department can implement the functions relevant to its immediate requirement and consider additional modules where there is a practical need to connect financial and operational asset processes.
How are leases handled?
FMIS Lease Accounting holds lease information and supports calculations, changes and reporting. A council should confirm the module configuration and accounting treatment against its applicable local authority requirements.
For more information about FMIS Solutions for local government and councils, you can arrange a call with one of our consultants who can answer any initial questions you have, provide pricing and arrange a tailored demo of the system for you, covering your specific requirements and context.
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