Tracking of assets is paramount for any council to ensure that they are meeting their community service obligations to ratepayers. From the purchase of an asset to its disposal, councils should keep tabs on their assets to identify the need for repair or replacement. This not only helps in well-informed decision-making but also contributes to a longer life span of assets.

Asset tracking involves tracking physical assets to know the location, status, and maintenance schedule of the assets. With technological advancements, asset tracking has witnessed a revolutionary shift from a manual process to an automated approach. Councils are harnessing the potential of asset tracking software to track and manage their assets.

What is asset tracking software?

Asset tracking software facilitates the tracking of assets within an organisation. The software automates physical monitoring of assets, provides quantitative reports of assets and enables efficient scheduling of preventative maintenance tasks.

Why are councils using asset tracking software for leased assets?
Councils manage asset portfolios that contain thousands of assets. These assets range from council buildings and libraries to shade shelters and signs at dog parks, and everything in between.
Before the advent of asset tracking software designed specifically for leased assets, Councils often lost visibility of assets once they were leased to community groups. This is because once leased, the asset was moved off the asset register and onto a separate lease register, often just a simple spreadsheet. While Councils’ asset management systems would continue to schedule maintenance for unleased assets, they could no longer see if their leased assets were receiving the maintenance attention they needed.

And while community groups that lease Council facilities, like sports clubs, have the best of intentions, their volunteers are busy running the clubs and often let asset maintenance slip if they are not using effective asset tracking software.

Here are the top five reasons councils are providing asset tracking software to their lessees.

1. Real-time asset management
By using asset tracking software, Councils can have a clear picture of their assets. Councils can remotely track asset maintenance work being completed by lessees in real-time. This eliminates the need for round trips to job sites, thereby saving time and travel expenses. Furthermore, real-time updates from job sites help Councils to make timely and well-informed decisions.

2. Streamline maintenance schedule
Every asset requires ongoing or periodic maintenance. Many times, lessees fall behind on maintenance management because they rely on a manual process to track their maintenance schedules.
Moreover, it is time-consuming for lessees employing a manual approach to create detailed maintenance reports comprising additional information like photos from the job sites.

Asset maintenance management software addresses all these problems, allowing efficient maintenance management and report generation. The software empowers lessees to generate maintenance reports with photos of current asset condition and details of when the next maintenance work should be scheduled.

3. Avoid unnecessary repair and maintenance costs
When maintenance work is carried out proactively and on time, it avoids unnecessary repair costs, as assets stay in good condition. This is where asset tracking software helps. By offering features like maintenance reminders, asset tracking software helps ensure timely maintenance of assets. In addition, Councils can effectively plan for the replacement of assets when they reach the end of their useful life, informing Council’s budget planning and forward capital works programming.

4. Monitor lease obligations
Maintenance obligations are often overlooked when Councils do not have a way to monitor if lessees are performing the maintenance tasks specified in their leases. Asset tracking software enables efficient monitoring of lease obligations and helps ensure that lease and legislative requirements are fulfilled.

5. Increase productivity
Tasks like tracking of assets and scheduling and monitoring maintenance jobs can take considerable time when performed manually. Asset tracking software simplifies and expedites these tasks, thereby saving sufficient time and efforts otherwise required on the part of Council officers and community volunteers. Additionally, preventative maintenance saves time in the long run, meaning that Council officers can spend more time on the important parts of their roles, like building the capacity of community volunteers, consequently contributing to increased productivity and community outcomes.

assetTRAC provides smart and easy asset maintenance management software that can help Councils and their lessees to automate asset tracking, maintenance, and reporting, thereby saving time, reducing overall costs and improving efficiency.