Government agencies and public bodies need reliable information about the assets they hold, where they are used and how they are accounted for. Whether your organisation manages museum buildings, specialist research equipment or assets across operational sites, finance and operational teams need records that support their day-to-day work.
FMIS provides software for fixed asset accounting, asset tracking, equipment maintenance and lease accounting. The relevant modules and configuration depend on your asset estate, working practices and reporting requirements, which vary considerably between public bodies.
In the UK, some government agencies and public bodies are known as arm’s length bodies (ALBs). This is a UK administrative term; organisations with similar responsibilities may have different names and governance arrangements elsewhere.
FMIS can connect financial asset information with the teams responsible for managing, locating and maintaining assets in practice.
Maintain structured fixed asset records, calculate depreciation, record changes in value and produce reports for finance and management review.
Track IT and operational equipment, support purchasing workflows and maintain information about allocation, location, status and ownership.
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.
Track specialist equipment, plan scheduled maintenance and record reactive work, repairs and work orders.
Although requirements vary between organisations, government agencies and public bodies often need to address several related asset-management issues.
Assets may be distributed across offices, facilities, operational locations, storage areas or specialist sites. Teams need a consistent way to record where assets are located and how they are being used.
Finance teams need accurate accounting records, while operational teams need information about location, condition, assignment, maintenance and availability.
Some public bodies manage equipment with specific maintenance, warranty, inspection, allocation or replacement requirements. These records need to remain accessible alongside the wider asset register.
There is no single accounting or governance model for all government agencies and public bodies. Systems and processes need to reflect the organisation’s applicable requirements and internal controls.
Where a building needs to be accounted for in components, finance teams can record parent and child assets, assign different useful lives and report on their values separately or together. FMIS Fixed Assets also supports revaluation and impairment reporting. The Essex County Fire and Rescue Service case study demonstrates this approach in practice.
For a physical check of equipment across offices or specialist sites, teams can view the assets recorded at each location, scan barcode tags and update asset records. Location and movement histories help teams investigate misplaced or unexpected items and maintain records of where equipment is held. The scanning arrangements depend on the selected configuration.
For equipment requiring regular servicing, teams can set maintenance schedules by date, meter reading or both, generate work orders and retain a history of the work carried out. Unplanned repairs and associated costs can also be recorded against the equipment, giving maintenance teams a record to consult when planning further work.
When payments or the term of an office or equipment lease change, finance teams can record the adjustment and update the relevant calculations and schedules in FMIS Lease Accounting. Where the applicable accounting framework requires right-of-use assets and lease liabilities, the system supports those calculations, reports and general ledger postings. The reporting basis should be agreed during scoping.
For a purchase of replacement equipment, teams can route the request through configured approvals, create a purchase order, record goods receipt and match the supplier’s invoice. FMIS Purchase to Pay retains the purchasing history and supports allocation to the relevant cost centre. Any transfer of acquisition information into the fixed asset register should be agreed as part of the configuration.
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 organisations. View the full range of FMIS solutions.
Museums and heritage bodies may manage estates, operational equipment and IT assets across several buildings or sites, with finance and operational teams needing access to consistent asset information.
Fire and rescue services and other public-service organisations may need to manage specialist equipment, property and maintenance activity alongside financial asset records.
Research, science and other specialist national agencies may combine technical equipment, estates and multi-site operations with organisation-specific governance and reporting requirements.
For requirements specific to local government and councils, central government departments, emergency services or NHS and healthcare organisations, explore our related public sector pages for relevant asset-management workflows and examples.
The wider public-sector experience relevant to this audience includes organisations with responsibilities spanning emergency services, museums and heritage, public authorities, and specialist national or research functions. Their requirements are not identical, but common themes include maintaining an accurate asset register, tracking equipment and supporting finance and operational teams across multiple sites.
Essex County Fire and Rescue Service manages office and IT equipment, specialist equipment, land and buildings. The published case study describes how FMIS supports complex asset structures, component accounting, different useful lives, revaluation and impairment reporting.
Public bodies may need to consider how software is hosted, where data is stored, how access is controlled and how the system fits within existing arrangements.
FMIS solutions can be delivered through FMIS Cloud or installed on-premise, depending on the organisation’s requirements. The FMIS Trust Centre provides information about hosting, data protection, security controls, certifications and assurance.
FMIS services available through G-Cloud 15 include Fixed Asset Management, Asset Tracking, Equipment Maintenance and Lease Accounting. Purchasing and other services should be considered separately against the current procurement requirements and published listings.
A practical guide to maintaining reliable asset records, supporting financial control and preparing for audit activity.
An explanation of how indexation fits alongside revaluation in UK public-sector asset accounting. The detailed requirements will not apply in the same way to every public body or jurisdiction.
Can FMIS support a public body with multiple sites and asset types?
FMIS can support asset records covering multiple locations, with the relevant modules and configuration selected according to the organisation’s requirements. Asset information can include details such as location, status, assignment, movement and maintenance history.
Can FMIS support complex or componentised assets?
FMIS Fixed Assets can record relationships between assets and components, allowing relevant information such as values, depreciation and useful lives to be managed and reported at the appropriate level. The required structure would depend on the organisation’s asset model and reporting requirements.
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.
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 organisation’s own environment. The most appropriate deployment model will depend on security policy, infrastructure, access requirements and the scope of the implementation.
Can FMIS support our reporting and accounting requirements?
FMIS supports the underlying asset records, calculations, postings and reports needed by finance teams. The applicable accounting treatment depends on the organisation’s jurisdiction, legal structure and reporting framework, and would be agreed during scoping.
Can FMIS manage leases as well as fixed assets?
Yes. FMIS Lease Accounting can be used to manage lease information, calculations and reporting alongside fixed asset records where this combination is relevant to the organisation’s requirements.
Can FMIS support specialist equipment maintenance?
FMIS Equipment Maintenance supports planned and reactive maintenance, work orders, maintenance history, equipment records and associated costs. The configuration can reflect the types of equipment, sites and maintenance processes used by the organisation.
Can FMIS work alongside our existing finance system?
FMIS offers integration options for selected finance and ERP systems. Compatibility depends on your system, version and the information you need to exchange. The transfer method, direction and frequency should be confirmed for your proposed configuration.
Can we bring our existing asset and lease records into FMIS?
FMIS Asset Tracking and Lease Accounting include spreadsheet import tools. Moving records from another system depends on the data available and the selected modules. Before migration, agree which records will be transferred, how fields will be mapped and how the imported information will be checked.
How do we agree which FMIS modules and configuration we need?
An FMIS consultant will be able to give you advice on which modules within the system will be most relevant for you, but in the meantime you can work with your teams to review your requirements, including financial accounting, physical asset checks, maintenance, lease accounting or purchasing. Your asset types, sites, reporting requirements and existing systems should then inform the proposed modules and configuration, with the scope agreed before implementation.
For more information about FMIS Solutions for government agencies and public bodies, 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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