Equipment Accountability for Emergency Management Agencies

E-ISG Asset Intelligence has had the pleasure of working with a variety of organizations across a diverse range of industries. However, some of our most engaging and groundbreaking work has been developed in concert with emergency management personnel working in the Urban Area Security Initiative (UASI) of the US Department of Homeland Security.

Recently, E-ISG published a case study discussing our involvement with the Southeastern Pennsylvania Regional Taskforce. The Southeastern Pennsylvania Regional Taskforce, a division of the Pennsylvania Emergency Management Agency (PEMA), is responsible for purchasing and delivering vital equipment to first-responders. These emergency management personnel may be called into action to face incidents ranging from environmental catastrophes to terrorist attacks involving weapons of mass destruction.

Initially attracted by Visual Asset Manager’s Emergency Management Framework, the SEPA Taskforce approached E-ISG about providing a fixed asset management and tracking system which would:

  • Conduct an efficient and accurate annual audit
  • Standardize the process of classifying equipment and asset inventory tracking
  • Centralize vital fixed asset data
  • Develop a repeatable protocol for tracking time-sensitive assets

E-ISG utilized Visual Asset Manager’s features to craft a fully customizable and comprehensively standardized asset management framework for the Southeastern Pennsylvania Regional Taskforce. Most importantly, the effectiveness of the system’s standardization across both the Taskforce and PEMA’s subdivisions allowed the process to be replicated. This proven method demonstrated the effectiveness of the Visual Asset Manager software, and E-ISG has since replicated this process for the Northeastern Pennsylvania Regional Taskforce, as well as a myriad of other organizations.

Reduction in paperwork resulted in rapid deployment of vital assets

E-ISG understood the Taskforce’s need for an asset management platform that accounted for federal grants and the demands such grants place on emergency management organizations. Accordingly, Visual Asset Manager’s Emergency Management framework was designed specifically to meet the needs and requirements of organizations participating in UASI funding.

Through Visual Asset Manager’s report generator feature the Taskforce was able to reproduce the PEMA required reports which demonstrated where and how grant money was spent. Not only did this contribute to the organization’s eligibility for additional funds, but it also determined the most effective means towards utilizing the Taskforce’s equipment. The format of these reports accurately replicated the PEMA required spreadsheets for asset purchase, utilization, assignment, maintenance and retirement.

In the past, the Taskforce would spend several months preparing the annual grant reports mandated by PEMA. However, through utilizing Visual Asset Manager’s report generator, the Taskforce eliminated inefficient spreadsheets and focused their information on a centralized database, allowing them to complete the tedious report in a matter of minutes. By cutting down on man-hours Visual Asset Manager effectively increased the Taskforce’s efficiency and end-user accountability. Equipment Summary Report by Grant Year and Type resized 600

Asset Accountability

The ability to view asset usage at the end-user level created a climate of accountability that was vitally lacking in the Taskforce’s organizational culture. Visual Asset Manager presented a visual representation of the Taskforce’s asset inventory, which the Taskforce used to make informed decisions regarding the deployment of their equipment.

Asset accountability drives cost savings

Continuously, Visual Asset Manager’s ability to centralize the Taskforce’s data resulted in an increased accountability and a reduction in spending. Using Visual Asset Manager’s dynamic emergency management framework, the Taskforce was able to visually observe the status and condition of their fixed assets, drastically improving their asset life cycle management. By employing a fixed asset tracking system that accounted for leases and maintenance records, the Taskforce was able to reduce inefficient spending on duplicated assets while also establishing a scheduled maintenance routine which encouraged stronger asset accountability.

Moreover, E-ISG recognized that the majority of the Taskforce’s fixed assets were time-sensitive in nature. Accordingly, the Visual Asset Manager demonstrated the time constraints of an asset’s expiration date, helping the Taskforce to recognize which assets were being under-utilized and which were in higher demand. Logically, this helped the Taskforce streamline their spending habits, effectively maximizing their grant allocations.

Conclusion

In today’s still volatile marketplace, E-ISG has developed an asset management system that drives cost savings by centralizing data and encouraging asset accountability. Moreover this protocol is repeatable and can be customized to fit the demands of any Emergency Management organization.

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