Case Study

Transforming Fixed Asset Management for UNISA

Case Study

Introduction

We are excited to share a success story from our recent collaboration with The University of South Africa (UNISA), a prestigious institution committed to providing quality higher education. 

Our asset management company had the privilege of working closely with UNISA, implementing comprehensive solutions to optimize their fixed asset management processes.

Project Overview

  • Project Name: Enhancing Fixed Asset Management at UNISA
  • Client Contact: Mike Tiro Lentswe (lentstm@unisa.ac.za) | Charmaine Cloete (ccloete@unisa.ac.za)
  • Execution Level: Local
  • Duration: 5 Months (Including Annual System Subscription)
  • Description of Work: Fixed Asset Management and Related Tasks, including the supply of Asset Management & Accounting Services, Physical Verification & Reconciliation of Fixed Asset Register (FAR), and the implementation of an Asset Management Verification System. The scope also encompassed ongoing Support & Maintenance Services.
  • Contract Value: 3,000,000.00 ZAR
  • Asset Count: 170,000

Objectives

The primary objectives of the project were to enhance the accuracy and efficiency of UNISA’s fixed asset management processes. 

This involved implementing a robust Asset Management Verification System, conducting a comprehensive physical verification of assets, and ensuring reconciliation with the Fixed Asset Register.

Solution Provided

Our team worked closely with UNISA to implement a tailored solution that included the deployment of an advanced Asset Management Verification System. 

This system streamlined the asset tracking process, providing real-time insights into the location, condition, and status of each asset. 

 

The physical verification and reconciliation processes were conducted meticulously to ensure the accuracy of the Fixed Asset Register.

Implementation

Throughout the five-month project, collaboration between our team and UNISA was key. 

The implementation involved thorough training sessions, seamless integration of the Asset Management Verification System, and diligent execution of physical verification processes. 

Challenges were met with proactive solutions, ensuring a smooth and successful implementation.

Results and Impact

The project yielded significant results, with UNISA obtaining an unqualified audit opinion on their fixed asset management. 

The accuracy and reliability of the Fixed Asset Register were greatly improved, contributing to a more transparent and accountable financial reporting process. 

The successful implementation of the Asset Management Verification System provided UNISA with a powerful tool for ongoing asset management.

Client Feedback

Mike Tiro Lentswe and Charmaine Cloete from UNISA expressed their satisfaction with the project. 

They highlighted the professionalism and expertise of our team, emphasizing the positive impact on their operations. 

The Asset Management Verification System was particularly praised for its user-friendly interface and effectiveness in managing a vast inventory of 170,000 assets.

Lessons Learned and Recommendations

Reflecting on this project, we have identified key lessons that will inform our approach in future engagements. 

The success of this collaboration with UNISA underscores the importance of tailored solutions, ongoing support, and proactive problem-solving. 

We recommend similar institutions consider a comprehensive approach to fixed asset management for enhanced financial transparency and compliance.

Conclusion

Our collaboration with The University of South Africa exemplifies the transformative power of effective fixed asset management. 

By combining cutting-edge technology with meticulous physical verification processes, we have not only enhanced the accuracy of UNISA’s Fixed Asset Register but also contributed to their overall financial accountability. 

We look forward to continuing our mission of providing innovative asset management solutions to empower organizations on their journey to success.

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