As part of its ongoing asset management strategy, the Ministry of Education wanted to upgrade the internal processes involved in running the organisation, increasing the ability to accurately track and make processes more efficient and compliant with regulations. After an extensive scoping and audit project, it was decided that processes involving the Alta, Assignment, Transfers, Deregister by Donation and Auction functions, which together manage all assets from a variety of offices in Chile, would be incorporated in the eventual, central technology enhancement. One essential requirement in the project scope of work was to ensure operational accuracy and compliance with the International Public Service Accounting Standards (IPSAS).
The new solution would facilitate the flow of information throughout the organisation, allowing the Ministry to take control over its inventories, distribution and locations and also manage its physical maintainable goods. It would create and maintain a full suite of information about all building assets, the cost of maintaining them as well as record corrective and preventative measures and the ability to value the entire inventory in compliance with IPSAS, as set out by the Office of the General Comptroller. The Ministry also needed electronic signatures to be incorporated for further compliance. Daily operational processes were mapped out, including automated purchase recommendations based on availability vs demand, inventory inputs by readers, barcode control and geo-referencing.
In the future it was envisaged that the Department’s procurement processes would need to be integrated into the final solution. Before that could happen, in order to ensure that this project implementation and ongoing usage would be a success, a large number of users from around the country would need to be extensively communicated with and engaged in the resulting benefits of the operation.