Archive for September 2011
Asset Management Is a Tool Every Business Can Use to Save Money and Improve Productivity
For most businesses, the efficient tracking of their installed base or in-service equipment, and the management of their spare parts inventories are key factors in determining the prospects for internal productivity and customer service profitability. However, many organizations do not yet utilize a comprehensive asset tracking and management process to ensure the availability of quality data that can be used to generate the business intelligence that can ultimately save them money and improve efficiency. This is unfortunate, because the tools are readily available – it is simply a matter of making it a priority.
What is Asset Management?
There are many definitions of “asset management”, although most deal primarily with financial considerations. Some are based on evolving maintenance management systems; some on the management of factory floor equipment configurations; and some for the purposes of monitoring network equipment or even railway car and container locations. However, regardless of what situation or application your business deals with, the core definition remains constant; asset management is “a systematic process for identifying, cataloging, monitoring, maintaining, operating, upgrading and replacing the physical assets of the business on a cost-effective basis”.
To be truly effective, the asset management process must be built upon a foundation of widely accepted accounting principles, and supported by the proper mix of sound business practices and financial acumen. It can provide management with an effective tool that can be used to derive better short- and long-term planning decisions. As such, it is something that every business should consider adopting – and embracing.
After years of studying and supporting the Information Technology (IT) needs and requirements of clients in all major fields of business, we prefer to define asset management in a more dynamic way, encompassing each of the following four key components:
An enabler to generate and maintain critical management data for use internally by the company, as well as with its respective customers and suppliers (such as installed base or maintenance entitlement data). A comprehensive process to acquire, validate and assimilate data into corporate information systems. A flexible system allowing for either the manual acquisition and/or electronic capture and reconciliation of data. A program with accurate and intelligent reporting of critical business and operational information.
Asset management is not merely the identification and inventorying of IT and related equipment; it is the process of making the assets you own work most productively – and profitably – for the business. Further, it is not a system you can buy; but is, instead, a business discipline enabled by people, process, data and technology.
What are the Signs, Symptoms and Effects of Poor Asset Management?
Poor asset management leads to poor data quality – and poor data quality can negatively affect the business over time. In fact, experience shows that there are a number of common causes that can lead to poor asset management, including lack of business controls for managing and/or updating asset data; lack of ownership for asset data quality; and an out-of-balance investment in people, process, data and technology. In addition, some businesses may not consider asset management to be a critical function, focusing on audits only; while others may not consider asset data to be an important component of the business’s intellectual property.
The primary symptoms of poor asset management are also fairly ubiquitous, and may include anything from numerous compliance and security issues, to uncontrollable capital and/or expense budgets, excessive network downtime and poor performance, under- or over-utilized assets, incompatible software applications, increasing operational costs and headcount, and non-matching asset data derived from different organizations and/or business systems.
Moreover, poor ongoing asset management practices can impact a business by degrading customer service delivery, polluting the existing installed base of data and distracting sales resources with customer data issues For example, Service Delivery may be impaired by inaccurate depot sparing creating customer entitlement issues, increasing escalations to upper management and lowering customer satisfaction. An uncertain installed base lengthens contract renewal cycle-time, limits revenue opportunities and inhibits technology refresh planning. The result of poor asset management can ultimately be devastating to a business, often leading to one or more of the following negative impacts:
Increased Asset Total Cost of Ownership (TCO) Decreased workforce productivity Increased non-compliance issues (i.e., SOx) Decreased Customer Satisfaction Lower Return-on-Investment (ROI) on capital investments Decreased network/business performance Increased number of internal and external audits
The causes of poor asset management can be many; the symptoms pervasive; and the results devastating. However, the good news is that there are specific solutions available that can help any organization avoid these pitfalls.
The PETRO Asset Management Process
Merely “chasing data” is a poor substitute for a formal asset management program and can be a daunting, expensive and extremely unrewarding task. In order to realize the full benefits of an asset management program, the first order of business is to move a paradigm shift away from the large, reactive and generally ineffective mass clean-up projects that typically accomplish little or nothing; and focus, rather, on the implementation of a set of prescribed, proactive processes that are eminently collaborative with the customer, partner or service provider. Something more is needed; and that something more is a formal asset management process.
The asset management tool that is ultimately chosen for use by the organization should be one that meets its specific – and sometimes, unique – needs. This is clearly a case where “one size does not fit all”. Whether the situation calls for merely an improvement made to an existing tool, a revised or re-engineered process, or a completely new approach, each organization’s needs must be carefully evaluated and assessed, and a customized solution must be designed and implemented to achieve the best results.
Some organizations may already have the requisite internal skills and experience to build an asset management solution on their own, while others will need to seek out professionals that have significant experience in the design and development of the specific types of processes and applications that will be required, ranging from data extraction, to data assimilation, to associated systems development and implementation. Although many solutions may look good on paper initially, the “devil is in the details”, and the details will play a critical role in the prospects for a successful implementation.
Whether designed internally or through an independent systems integrator, the implementation will need to focus on the specific aspects of analysis, development and reporting to ensure for the delivery of a complete solution and implementation. Many businesses mistakenly believe that they can build an effective asset management tool virtually “out of the box”. However, while the concept is easily enough understood, the unique complexities of each organization’s IT environment are such that in almost all cases, outside assistance will be needed.
To address the myriad complexities that define individual business organizations, we have developed our own asset management process, known as PETRO. Encompassing five key areas of focus, PETRO, utilizing a Six Sigma approach, can serve as the foundation for the design and implementation of an effective end-to-end asset management solution. The five key components include:
P – Pre-Inventory: Review and Prep of Baseline – Review and validation of company assets, spares, inventory, installed base records and required reference data; establishment of a framework for conducting the inventory, network audit or data extraction; establishment of a baseline for making comparisons. E – Extraction: Customer Network Data Acquisition – Acquisition of data from physical inventories, automated network discovery tools or database record extracts in various formats. T – Translation: Mapping of Data – Interpret, map and restate data from acquisition format to a format that may be matched to the Company’s baseline data. R – Reconciliation: Matching, Reconciling and Editing – Validate the inventory/extraction results to the baseline; matching and validation of inventory/extraction results to the Company’s record baseline, and the generation of associated user reports. O – Original Assimilation: Transform, Integrate and Load – Process of assimilating data into corporate systems; conversion of reconciled data into identifiable data elements with attributes and values consistent with Company data requirements and definitions; integration of transformed data into unique, consolidated, identifiable data instances meeting the business data requirements; loading of transformed, integrated source data into the Company’s records.
The first pass of the PETRO process establishes a “clean” records baseline that must be maintained over time. Since the success of any asset management solution in the long-term is directly related to the quality of the ongoing data maintenance program employed, the respective process and system interfaces must be designed to support the ongoing updates and assimilation of data to the Company databases through the specific touch points where asset data is updated or changed. In other words, the quality of data must not only be ensured throughout the entire process, but the ability of the solution to maintain data quality over time, and through all individual touch points, must also be protected.
Ongoing Asset Management Process at the Touch Points
An ongoing asset management solution (also known as Move, Add, Change, Delete -MACD-process is a streamlined version of PETRO that concentrates on ongoing control processes. It is a repeatable, consistent process, mutually owned by the managers of the touch points (either inside or outside the organization) and the master database of record. It should ensure the quality of the data updates through timely and efficient processing of update (delta) records.
In situations where data is passed between different organizations, extra care should be taken to develop a collaborative process that is transparent and ensures the quality of the data updates. The depth and complexity of the PETRO process should be proportional to the volume and frequency of the updates as well as the cleanliness of the data at the touch points. The processes can range from Customer Self-Service for small manageable accounts to Fully Collaborative for large accounts with heavy volumes and frequent data quality issues.
Key Components of the Ongoing Asset Management Process
The key drivers of the MACD process consist of the following four components:
A Comprehensive Data Extraction, Translation and Reconciliation Process – Development of both the processes and the standards for collecting data updates (electronic or manual). – Performance of an automated, or semi-automated, process to validate, translate and reconcile the results. – Creation of a MACD Data Manager to store and track interim records during the ongoing PETRO processes – Development of automated status reports throughout the process transparent to all MACD touch points – Coordinating data updates at the touch points and/or outside (customer) locations. Process, Policy and Procedure Development - Conducting the required MACD asset management process analyses and evaluations at all touch points. – Designing and developing processes and capabilities to support PETRO implementation. – Defining the policy and procedures required in the asset management process for both the near- and long-term. Requirements/Systems Development - Developing all functional and systems requirements; coordinating and engaging IT in the development of an automated system to analyze, extract, translate, reconcile and assimilate Company data. – Development of working models and systems, as needed, to support the asset management process. Data Maintenance - Development of processes to support the asset management process for long-term implementation, including ongoing data maintenance and integrity. – Development of meaningful Asset Performance Monitoring and Control processes.
Be it any area or any sphere of life management is the key to success. Management of simple things such as your day-to-day activities etc. might not require much consideration but lot of planning is to be done when it comes to managing assets.
Asset management basically refers to managing money for individuals through stocks, bonds and cash equivalents etc. The asset management system has sprung from maintenance management systems and its aim is to optimize asset use and manage all maintenance efforts involved in making the assets as confidential, accurate and efficient as possible. The principles of asset management apply equally to all physical assets such as infrastructure, property, heritage, plant and equipment.
The strategy of asset management depends on financial aspects of ownership such as calculating the entire cost of ownership, depreciation, licensing, maintenance and insurance. Asset management can be in different spheres. For instance asset management in the field of property is known as property asset management, asset management in IT, in finance or investment asset management and asset management in inventory and physical stock.
Varying with the kind of an asset management strategy a firm or an individual can add value to his business, improve investment performance, manage financial risk exposure and reduce costs to business.
Keeping the incredible significance of asset management in mind, various asset management companies have mushroomed these days. An asset management company is a firm that invests the pooled funds of retail investors in securities in line with the directed investment objectives. By offering more diversification, liquidity and professional management service, an asset management service holds a niche above the individual investors.
A leading name in asset management and investment management services is Lazard. Lazard is known for investment banking with offices in more than 16 countries across the world. Lazard provides multiple services such as advisory services that include mergers and acquisitions, asset management and restructuring to corporations, partnerships, institutions, governments and individuals.
Similarly the Asset Intelligence unit of General Electric’s Equipment Services has earned commendable name in providing intelligence based asset management and logistics services for commercial and transportation equipments. Hardcat is a leading asset management solution provider in UK, Australia and USA.
The joint venture between UK’s top ranking insurance company Prudential Plc. and India’s recognized financial institution, the ICICI Bank Ltd. has resulted in the ICICI Asset Management Company to supplement the Indian investor mutual fund products with different growing needs of investment.
All these proficient companies keep in mind the fact that investment is quite a challenging task that requires tremendous planning and risk. These companies function in a way to produce better risk-adjusted investment returns and present investment solutions to the clients.
Recently the prizes of traded asset management companies have touched the sky primarily due to two reasons- rising stock markets and industry consolidation. A paradigm instance here is that the Legg Mason shares increased by 76% due to the news that it was taking over Citigroup’s asset management business.
All in all asset management companies are ideal resources to drive costs out of your business operations, increase profitability and get access to vast information database for making a prudent choice
Most manufacturing companies have recently discovered that fixed asset management should be a key part of the success of the business enterprise. It is now realised that fixed asset management leads to economy of production and operation. This in turn can to increase in profits of 10 to 15 per cent, which cannot be ignored as it makes a significant contribution to the bottom line of the business.
There is no doubt that inventory and production management deserves the main focus of the management for effective functioning in a manufacturing enterprise. If asset management was neglected, then fixed assets were not being effectively and efficiently managed. But in recent years it has been realised efficient management of fixed assets like plant and machinery and other movable and immovable fixed assets can lead to economies of scale. Thus proper monitoring and regular maintenance of productive fixed assets will give a longer productive life. The net effect of this is more profits for the business.
Naturally in fixed asset management, the assets responsible for production, research and development etc., which have direct bearing on the productivity of the business, need to be managed more closely. There must be constant monitoring on the maintenance aspect to prolong the useful life of the asset. Even a movable asset like a vehicle needs proper maintenance. Otherwise without regular running and maintenance the vehicle can soon become corroded and useless.
Every category of assets needs a different focus of management. Fixed assets need regular maintenance to ensure normal life of the assets depending on the wear and tear on the asset. Adequate planning is also necessary for building up financial reserves over the life of the asset for replacing the fixed asset at the end of its useful life. Thus the new plant and machinery can be ordered well in time to replace the old one.
Management also has to weigh the advantage of replacing the plant and machinery and other production assets or continuing to maintain the present production assets. They also must consider from time to time whether the asset has become obsolete owing to new technological advances. In recent times, technology has advanced at a rapid pace and management has to be vigilant on this issue to avoid being left behind by competitors. Asset management also includes adequate insurance to cover any extraordinary losses due to fire and natural disasters.
A type of awakening has taken place in major industries during the past decade on the role of asset management. It has become attractive due to decreasing margins and competition growing day by day. To avoid major capital spending, companies are now developing strategies to get optimum performance from available fixed assets thereby getting increased returns. This involves proper schedule of maintenance to minimise breakdowns and consequent loss of production.
In order to have reliability in scheduling, regular planning in conjunction with various departments, at least on a monthly basis is absolutely necessary. Standards must be set as well comparative analysis within industry standards must be evaluated to determine whether the company is achieving optimum production in line with the industry. If not, then suitable targets and best practices must be set up within a reasonable time frame to reach those targets.
Logistical performance must also be evaluated to consider whether transportation costs are economical and advantages of location are met. The management tools for evaluation can be in form of comparison studies, which can set up in form of graphs and bar charts for easy visual comparison. If fixed asset performance is seen to be below par, then priorities can be fixed for the focus on improvement.
Asset management tracking is vital in large manufacturing plant and utilities. Integration of asset management with raw material and maintenance procurement systems as well as financial systems and their cost versus savings benefits must be monitored on a day-by-day basis. Senior financial officers must therefore be involved in asset management.
Depending on nature of assets in different businesses. For example, utility companies, mineral companies, oil and natural gas are having large properties as part of their assets. These have to be effectively managed and timely decisions have to be taken whether to buy or sell properties for the health of the business. Depending on their values and necessity to the running of the company, the assets can be categorized for better management.
To assist company management, there are a number of established consultant companies having qualified manpower whose help will be beneficial for asset management. They can be very effective to audit present practices and suggest best practices, problem solving and action plans. It may be well worth the expense to hire established consultants to improve performance.
Asset management data can be computerised to enable management to chalk out strategies on an overall basis. Integration of asset management systems with other financial systems would give better picture of whole operation of the enterprise. This will enable various key officials to give their timely input to top management in order to devise suitable plans. For example, government may come out with special tax incentives for certain industries to invest in fixed assets. In a scenario where management is monitoring and managing fixed assets, the Finance Manager may quickly recommend purchase of new fixed assets to take advantage of the government’s tax incentive for that business.
Lastly, it is the assets of a business which enable the production and delivery of its goods and services. So when fixed assets are being purchased or replaced a few important questions arise. What is the cost and cost benefit for the business. What funds are available? Should the asset be purchased new or secondhand or should it be leased and how will it benefit the business? Questions relating to the use of the asset could be. What are the operating costs? How much skilled and unskilled manpower would be required for operation? What are the training costs involved? What are the installation costs? What is the useful life of the asset? Is it the latest technology? These and many more questions need to be asked and answered. This will ultimately factor into the long-term strategy of the business.