The client
The client is a large IT and research firm with more than 30,000 employees and 15 facilities in India, 10 facilities in the Philippines and a presence in several other countries. It serves high-profile clients across many industries.
Running that many sites means a wide range of valuable assets, plus a steady flow of office supplies to every building.
The challenge
The firm had no asset or inventory tool, internal or external. Each facility kept its own records, so nobody had a complete view of assets or stock at any point in time.
- Assets spread across locations could not be tracked effectively.
- Housekeeping and pantry items, electrical appliances and office supplies were hard to manage across facilities.
- Each facility ran its own process, which made coordination between sites difficult.
- There was no central view to base asset assignment decisions on.
- There was no tool to manage purchase requests and orders against stock levels.
What they set up in Asset Infinity
The firm moved assets, stock and purchasing into Asset Infinity in the cloud, with a central view across every facility and approval steps configured to its own rules.
One asset register for every site
Each asset is tagged and recorded with its location and custodian. Asset verification rounds confirm what is where, giving head office a complete, current picture. (Assets)
Office stock across facilities
Pantry, housekeeping, electrical and office supplies are tracked per storeroom, with reorder levels, transfers between locations and issues for use. (Stores)
Purchase requests and orders
When stock runs low, a purchase request goes for approval and becomes a purchase order, so supplies are bought before they run out. (Suppliers)
Approvals set to the firm’s rules
Approval steps for asset and stock requests were configured without code, along with the customization the firm needed. (Platform)
How it works day to day
Here is how assets and supplies are now handled across the firm’s facilities.
- Facility admin: registers and labels assets. New laptops, furniture and equipment are added to the register with a label, a location and a custodian, so each one can be identified by a scan.
- Auditor: runs a verification round. In the mobile app, the auditor scans assets at a facility and marks each as verified, moved, not found or damaged. Head office sees the outcome.
- Storekeeper: issues supplies. Pantry, housekeeping and office items are issued from the storeroom for use, and the stock level updates at once.
- Storekeeper: moves stock between sites. When one facility has surplus and another is short, items are transferred between storerooms and both records update.
- System: flags low stock. When an item falls to its reorder level, reorder advice flags it so a purchase request can be raised before it runs out.
- Manager: approves the request. Purchase and asset requests follow the configured approval steps, with reminders if they wait too long. Approved requests become purchase orders.
- Head office: watches every facility. Dashboards show assets, stock and open purchases across all facilities, and guide decisions on where assets are assigned.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Tools | No asset or inventory tool | One cloud system for assets, stock and purchasing |
| Asset visibility | Never complete at any point in time | Tagged assets and verification rounds |
| Office supplies | Hard to manage across facilities | Reorder levels, transfers and issues per storeroom |
| Coordination | Each facility on its own | One central view of every site |
| Purchasing | No tool for requests and orders | Requests and orders raised before stock runs low |
| Approvals | Each facility handled requests its own way | Configured approval steps for asset and stock requests |
How it rolled out
- Assets tagged. Assets at each facility were labeled and entered in one register with their location.
- Stock and storerooms set up. Items, storerooms and reorder levels were configured for every facility.
- Approvals configured. Approval steps for asset, stock and purchase requests were set to match the firm’s own processes.
The results
- 30,000+ employees served by one asset and stock system
- 15 facilities in India managed from one place
- 10 facilities in the Philippines on the same platform
- Asset tagging and identification brought accountability for every asset
- Complete asset information with a command-level view supports better asset assignment
- Stock at every facility can be monitored in real time from one place
- Purchase requests and orders are placed in time to prevent low stock
- Approval steps cut errors in asset and stock requests
Why it worked
One system, many sites
Every facility works in the same system, so head office sees all of them without collecting reports from each.
Assets and stock together
Equipment and consumables live side by side, so one team can manage both with the same tools.
Fitted to their process
Approval steps and fields were configured to the firm’s own rules, so staff kept working the way the business already did.
Looking ahead
With assets, stock and purchasing in one cloud system, the firm replaced facility-by-facility record keeping with one way of working. Head office sees every facility, and each site still manages its own day-to-day work.
The same records support asset verification, reorder decisions and purchasing, so the firm can grow into new facilities without starting another set of spreadsheets.