Glasgow Kelvin College gets a grip on its asset base

Glasgow Kelvin College gets a grip on its asset base


Glasgow Kelvin College1
 


Glasgow Kelvin College (GKC) has implemented Real Asset Management’s (RAM) asset management and tracking software to record and control its 5,000 assets, currently spread across 5 campus locations. Advised by its auditors during a recent audit, GKC had a requirement to put in place a system to accurately record its fixed assets inventory to ensure that its publicly funded purchases are physically protected and tracked so as to comply with the requirements of the Scottish Public Finance Manual.

With 650 employees and more than 14,000 students, Glasgow Kelvin College is the newest of Glasgow’s three regional further education colleges.  Formed by the merger of John Wheatley, North Glasgow and Stow colleges in November 2013, Glasgow Kelvin has all the expertise, facilities and resources to ensure that students receive a high quality learning experience that will provide them with the skills and knowledge to enable them to compete in today’s challenging jobs market, or to move on to more advanced learning.

 

The Technical Support Team has been most helpful and any queries have been addressed promptly. Our working relationship and contact with RAM has certainly started on the right foot and long may it continue.

 
 

 

 

 

The new system, which replaces its previous multiple spreadsheet based process, will be used to record all assets over the value of £250 and will include such items as IT equipment, cameras, projectors and furniture. Kirsten Adams-Mackenzie, Procurement Manager at Glasgow Kelvin College comments, “It is so reassuring to finally have a true picture of what the college actually owns and where the items are located. Following the initial asset tagging and data collection exercise recently undertaken by RAM, we will now be able to confidently provide our auditors with detailed and up-to-date records of all our asset and inventory items, something we were previously unable to do.

AM’s flexible software solution will enable the college to control and track changes to assets throughout their entire life-cycle, recording events that include acquisitions, disposals, transfers and issues/returns. Each asset item will contain detailed information such as value, serial number, room number and site position to ensure improved visibility and accuracy for insurance and audit purposes.

Kirsten comments, “The decision to purchase RAM’s software was unanimous. Its reputation as a proven and specialist supplier of asset management software across the education sector was a plus but it was the intuitive nature of the product and its value for money which sealed the deal following a competitive tender exercise.”

GKC will also be using RAM’s mobile asset tracking application which fully integrates with the asset register to enable rapid verification. Designed for iOS, Android and Windows Phone devices, the mobile app will now allow the college to carry out fast and accurate physical audits on a frequent basis. With planned use by multiple people across different departments, the app will ensure that access can be controlled for view only or with rights to add assets and update asset details. Kirsten comments, “It is essential that we improve the security of our publicly funded assets and keep track of all items as they move between campuses. I have every confidence that this tool will fulfil the requirements as well as reduce the cost and increase the frequency of the overall audit process, ensuring we have the latest information at all times.”

Kirsten concludes, “We have been very impressed so far with the level of customer service received from RAM. The Technical Support Team has been most helpful and any queries have been addressed promptly. Our working relationship and contact with RAM has certainly started on the right foot and long may it continue.”