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What is 5D Asset?

5D Asset is a versatile cloud-based asset management platform which lets you track, manage, support and maximise your school assets throughout their life cycle.

SG World have worked hard with our education customer base to design an asset management platform which is easy to get up-and-running and simple to use. With 5D Asset you can quickly save time managing your inventory and save money deploying your assets more efficiently.

HOW 5D ASSET CAN HELP YOUR SCHOOL

ONSITE ASSET INVENTORY SERVICE

5D ASSET SPECIFICATION

It's estimated that:

30%

OF ALL ORGANISATIONS DO NOT KNOW WHAT ASSETS THEY OWN, WHERE THEY ARE OR WHO IS USING THEM

42%

OF CRM SOFTWARE LICENSES PURCHASED WORLDWIDE GO UNUSED

65%

OF ASSET REGISTERS ARE INCOMPLETE, INACCURATE OR ALTOGETHER MISSING

 

What is 5D Asset do for your school or academy?

SECURE, CLOUD-BASED ASSET MANAGEMENT DATABASAE

5D Asset is cloud-based so it can be accessed using a web browser on a PC, tablet or smartphone. This means your data is securely stored off site requiring no ongoing support or maintenance from your own IT team.

The 5D software family sits on the Microsoft Azure cloud platform benefitting from over 50 security compliance certificates, including ISO 27001 and 27018.

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KNOW WHAT ASSETS YOU'VE GOT AND WHERE THEY ARE

Our web-based user-friendly database holds all your school asset information in one place with detailed supporting information on item cost and depreciation, location, owner, maintenance history, support status and relationships with other assets.

If you don’t know what you’ve got, how do you effectively deploy your resources and invest in the right areas?

KNOW HOW YOUR ASSETS ARE BEING USED AND WHO'S USING THEM

An asset can be allocated to an owner, physical location and be part of a parent/child relationship so you can see how it is being used in your school.

Mobile IT kit, specialist lab equipment and vehicles can be allocated on a job-by-job basis and quickly checked in and out. Asset scanning eliminates manual data entry mistakes and stops stuff being lost or hoarded!

MOBILE APP WITH BARCODE SCANNER

A supporting 5D Asset mobile app lets you manage assets on the go. Barcode tagging allows you to quickly scan your assets without creating duplicates or conflicting information.

MANAGE SOFTWARE LICENSING

Keep an accurate check of your software usage. 5D Asset can store and report on which licenses are being used, by whom, and how often so you pay for a licensing plan that reflects actual usage.

USER-FRIENDLY INTERFACE

SG World design all our software with user experience foremost in our minds. 5D Asset has an intuitive, icon-based interface and a user-friendly dashboard view for users of all levels.

COMPLY WITH SFVS AND ACADEMIES HANDBOOK GUIDANCE

5D Asset helps your school put in place best practice Financial Management. The Academies Financial Handbook and Schools Financial Value Standard (SFVS) both highlight effective asset management as a key feature of robust financial planning, budgeting and disaster recovery.

INSURANCE & DISASTER RECOVERY PLANNING

Fire or flood, hopefully it won’t happen to your school. . . but what if it does?

That’s why schools pay for insurance but without an accurate asset list, have you got the right cover or paperwork? 5D Asset makes sure you’ll have no nasty surprises and all the information you need to quickly make a claim and access the funds you need to get back up and running.

ACCURATE INFORMATION FOR ACCOUNTS AND BUDGET FORECASTING

Spreadsheets are great but can be pretty limiting when managing your asset register. With 5D Asset you can automate asset depreciation, manage disposals and generate bespoke reports. Never worry about physically locating an asset for your next audit and be confident the true value of your school assets are being reflected in your accounts.

REDUCE MISSING ASSETS

The first step to deter theft is having an inventory accurate enough to realise something has gone missing and react quickly.

5D Asset deters theft as everybody can see assets are being tracked and managed, encouraging people to be more mindful in the way they use and allocate resources.

MAXIMISE YOUR ASSET LIFETIME

Look after your school assets with a detailed maintenance and support plan. Track and schedule lease renewals and maintenance contracts so you never get caught out on a renewal date. 5D Asset lets you schedule equipment maintenance and PAT testing whilst storing any supporting documentation. Support tickets can also be raised with 5D Asset so you have a full asset history.

FULL UK-BASED HELDESK SUPPORT

5D Asset is backed by an experienced UK-based support team who are there to help a little or a lot. Basic support includes access to a structured onboarding process, telephone helpline, ticketed helpdesk, online portal with knowledge base and video help resources.

We have all the internal resources to provide a complete service and a single point of contact so you’ll never get bogged down dealing with third parties.

Did you know SG World can come in and do your whole inventory for you?

We have a large team of experienced DBS-checked engineers who know how to work quickly and efficiently in a school environment. We can set it all up, train your staff, barcode your assets and populate the database. Our standard service includes two engineers on site to get the job done quicker and we can schedule the work around school holidays, out of hours or even work unobtrusively in the classroom – whatever is easiest for you.

You can use our service as a one-off to get you off to a flying start or book us in annually to help you out when you’re busy. Give us a call and just think of what you can do with all that extra time.

5D Asset Functionality

CENTRAL SYSTEM FEATURES

  • A system written for schools by people who understand schools

  • Visual icon-based system for ease of use developed for all levels of user

  • Cloud-based system with data held securely in Microsoft Azure

  • Lets you set the permissions for each user, giving you control of what they can see and do

  • Icon-based user-friendly navigation

  • Document importer for securely attaching supporting documents to assets, buildings, rooms and people

  • Customisable reports, all exportable to Office applications

  • REST API enables datalinks to other software solutions

  • Helpdesk module to track issues with all asset types and the ability to include photos and documents

CENTRAL SYSTEM FEATURES

  • A system written for schools by people who understand schools

  • Visual icon-based system for ease of use developed for all levels of user

  • Cloud-based system with data held securely in Microsoft Azure

  • Lets you set the permissions for each user, giving you control of what they can see and do

  • Icon-based user-friendly navigation

  • Document importer for securely attaching supporting documents to assets, buildings, rooms and people

  • Customisable reports, all exportable to Office applications

  • REST API enables datalinks to other software solutions

  • Helpdesk module to track issues with all asset types and the ability to include photos and documents


SOFTWARE LICENCE MANAGEMENT

  • Records all software licence procurement data

  • Defines licence type i.e. site, user, normal & prohibited

  • Tracks copies currently in use across your school

  • Software title metering/usage
  • Alerts to warn if school’s in-use copies exceed the licence quota

  • Manage grouped software titles such as MS Office and Adobe suites

  • Cancel or relocate unused software licences

SOFTAWARE LICENCE MANAGEMENT

  • Records all software licence procurement data

  • Defines licence type i.e. site, user, normal & prohibited

  • Tracks copies currently in use across your school

  • Alerts to warn if school’s in-use copies exceed the licence quota

  • Manage grouped software titles such as MS Office and Adobe suites

  • Cancel or relocate unused software licences

  • Software title metering/usage


ASSET INFORMATION MANAGEMENT

  • Customisable multi-stage asset disposal process with user-specific permissions for WEEE, Data Deletion etc

  • Asset audit history records movement and data changes to inventory

  • Multiple supporting data fields behind every asset so you can record what matters to you

  • Customisable fields for detailed finance reporting such as E-Rate and funding data

  • Custom asset data fields in text, number and date formats

  • Specific asset categories can be designated for easy filtering and reporting

  • Depreciation module for straight-line and reducing-balance depreciation models

  • Contents value calculator for quickly working out insurance premiums and claims

  • Dedicated virtual areas to store improvements and fixed assets allowing full financial reporting on capital expenditure

  • Dedicated supplier area with contact details and purchase history


ASSET ASSIGNMENT

  • Assign individual assets to staff and students

  • Attach documents to staff and students for audit purposes

  • Funding contribution data fields, alerts and reporting

  • Full asset audit trail that shows who assets have previously been assigned to

  • Assign assets to both a person and a location for portable assets that don’t stay in one place

ASSET INFORMATION MANAGEMENT

  • Customisable multi-stage asset disposal process with user-specific permissions for WEEE, Data Deletion etc

  • Asset audit history records movement and data changes to inventory

  • Multiple supporting data fields behind every asset so you can record what matters to you

  • Customisable fields for detailed finance reporting such as E-Rate and funding data

  • Custom asset data fields in text, number and date formats

  • Specific asset categories can be designated for easy filtering and reporting

  • Depreciation module for straight-line and reducing-balance depreciation models

  • Contents value calculator for quickly working out insurance premiums and claims

  • Dedicated virtual areas to store improvements and fixed assets allowing full financial reporting on capital expenditure

  • Dedicated supplier area with contact details and purchase history


5D MOBILE APP

  • Smartphone technology for all iOS and Android devices

  • Add new assets and manage new inventory whilst on the move

  • Manage the movement and edit existing inventory through barcode scanning

  • Radically reduce time taken on annual audits and get alerts for new, moved and missing assets

  • Attach photos of assets, rooms and documents for insurance and facilities management

  • Multi-location tracking & auditing ideal for multi-site support staff and MAT asset portfolios

  • Wireless & 3G/4G connection

ASSET ASSIGNMENT

  • Assign individual assets to staff and students

  • Attach documents to staff and students for audit purposes

  • Funding contribution data fields, alerts and reporting

  • Full asset audit trail that shows who assets have previously been assigned to
  • Assign assets to both a person and a location for portable assets that don’t stay in one place

5D MOBILE APP

  • Smartphone technology for all iOS and Android devices

  • Add new assets and manage new inventory whilst on the move

  • Manage the movement and edit existing inventory through barcode scanning

  • Radically reduce time taken on annual audits and get alerts for new, moved and missing assets

  • Attach photos of assets, rooms and documents for insurance and facilities management

  • Multi-location tracking & auditing ideal for multi-site support staff and MAT asset portfolios

  • Wireless & 3G/4G connection