Asset Management Platform: Executive Summary
The Opportunity
Your organisation owns thousands of assets. Today, answering simple questions—What do we have? Where is it? Should we buy new or reuse what we own?—requires spreadsheets, guesswork, and manual effort.
We propose a platform that turns asset data into decisions.
What We'll Deliver
A digital platform that enables your teams and consultants to answer:
| Question | Platform Capability |
|---|---|
| What do we own? | Complete asset registry with photos, specs, and condition |
| Where is it? | Location tracking from site down to floor and zone |
| What state is it in? | Condition grading with visual evidence |
| What's happening to it? | Tracking of moves, faults, refurbishment, and disposal |
| What's available for reuse? | Visibility of storage inventory with availability dates |
| What's the carbon position? | Embodied carbon data where available |
Strategic Objectives
The platform builds upon the existing Product Database including adding a Quoting Tool to the stack, extending it into a comprehensive circular economy enabler. Unlike traditional "dumb" asset trackers, this is a decision tool that:
- Makes reuse the default behaviour
- Prioritises repair/refurbishment over disposal
- Ensures new purchases only occur when genuine gaps exist
- Generates best-in-class ESG reporting with carbon accountability
Detailed Module Breakdown
Comprehensive scope for each platform component
Foundations (Security, Users, Locations)
Scope
- Multi-tenant client spaces with data isolation
- User management with role-based access control (RBAC)
- Authentication with audit trail
- Hierarchical location structure (site -> building -> floor -> area/zone)
- Platform settings (condition scoring, status lists, categories)
- Optional floorplan uploads
Product Master (Shared Build)
Scope
- Product library with variants/options
- Content hub (images, spec sheets, manuals, warranty info, certificates)
- Embodied carbon / EPD data storage with source and date
- Bulk import tools for supplier onboarding
Asset Registry
Scope
- Unique asset records with QR tags
- Product Master linking (with unknown item capture)
- Photos and notes (minimum one photo for current condition)
- Condition grading scale with assessor/timestamp
- Status management (in use / in storage / available / reserved / etc.)
- Availability and "coming available" dates
- Asset timeline/history & search/filtering
- Bulk updates and exports
Tagging & Mobile Scanning
Scope
- RFID tagging with QR fallback
- Tag batch management (issued, used, replaced/retired)
- Mobile/Tablet scanning workflows (Create, Update, Audit)
- Location favourites and working area selection
- Tag replacement process preserving history
Future Scope (Optional)
Offline scanning, label printer integration, visual search.
Lifecycle Workflows
Scope
- Audits: Task setup by area, found vs missing tracking
- Moves: Single and bulk moves with history
- Faults/Service: Issue logging with photos & assignment
- Refurb/Restock: Track items through refurbishment
- Disposal: Controlled end-of-life with outcome tracking
- Bulk actions across all workflow types
Reporting & Dashboards
Scope
- Portfolio, Coverage, Condition & Risk snapshots
- Availability & reuse readiness
- ESG/carbon savings (embodied & avoided carbon)
Asset Intelligence
- Refurb vs replace lifecycle modelling
- Reuse substitution (inventory vs project needs)
- Procurement avoidance metrics
Reuse Portal (Consultants)
Scope
- Consultant login with view-only permissions
- Browse/filter by category, finish, dimensions, location
- Create project-specific "Reuse Packs" (PDF/Excel)
- Reserve/hold workflow with expiry periods
- Gap analysis: project needs vs available stock
Internal Marketplace
Scope
- Category-led browsing and semantic search
- Basket/Reserve workflow against projects/cost centers
- Approval thresholds and priority rules
- SOS Refurbishment integration (auto-create jobs)
- "Reuse First" smart nudges and alternative suggestions
- Fulfilment tracking: Approved -> Picked -> Delivered
Target User Journeys
Click any journey to explore detailed features and flows
Crate / Furniture Intake
01. Capture
Team takes photos using the mobile app at point of removal.
02. Identify
AI identifies item type, condition, and fills database record.
03. Curate
User tweaks fields (refurb needed, disposition) and submits.
Floor Plan Fit-Out & Quoting
01. CAD Upload
User uploads CAD/floor plan into the platform.
02. Auto-Layout
System auto-lays out furniture on plan based on inventory.
03. Quote Update
Generates near real-time quote as layout is visually adjusted.
Asset Audit
01. Assign Area
Auditor receives task with assigned location/zone to audit.
02. Scan Assets
Walk through area scanning each asset via QR/RFID.
03. Mark Status
Mark items as found, missing, or flag condition issues.
04. Report
Generate discrepancy report with missing/found statistics.
Fault Reporting & Service
01. Report Fault
User scans asset and reports issue with photo evidence.
02. Create Ticket
System creates service ticket with priority assignment.
03. Repair
Technician receives job, completes repair, logs outcome.
04. Close & Update
Ticket closed, asset condition updated, timeline recorded.
Asset Relocation
01. Plan Move
Select assets and define destination location.
02. Generate List
Create move manifest with item details and quantities.
03. Execute Move
Scan items at pickup and delivery to confirm transfer.
04. Update Location
Asset locations updated, move history recorded.
Refurbishment Workflow
01. Flag for Refurb
Asset marked as needing refurbishment based on condition.
02. Send to SOS
Create refurb job and dispatch to JEB SOS workshop.
03. Track Progress
Monitor refurbishment status through workflow stages.
04. Return to Stock
Refurbished item returned, condition updated, available for reuse.
Controlled Disposal
01. Assess EOL
Review asset condition and determine end-of-life status.
02. Disposal Decision
Choose outcome: recycle, donate, resell, or landfill.
03. Process & Track
Execute disposal, capture evidence and certificates.
04. Carbon Account
Record disposal outcome for ESG reporting and carbon metrics.
Consultant Reuse Pack
01. Browse Inventory
Consultant logs in and searches available assets by criteria.
02. Build Pack
Add items to project-specific reuse pack with quantities.
03. Reserve Items
Place holds on selected items with expiry period.
04. Export Pack
Generate PDF/Excel reuse pack with specs and photos.
Internal Marketplace Order
01. Search & Browse
Employee searches marketplace for needed furniture.
02. Add to Basket
Select items and add to basket against project/cost center.
03. Get Approval
Submit request through approval workflow based on thresholds.
04. Track Delivery
Monitor fulfillment: Approved → Picked → Delivered.
ESG Carbon Report
01. Select Period
Choose reporting period and scope (site, portfolio, etc.).
02. Calculate Impact
System calculates embodied carbon saved through reuse.
03. Review Metrics
View avoided emissions, landfill diversion, procurement savings.
04. Export Report
Generate stakeholder-ready ESG report with visualizations.
Implementation Timeline
The platform will be delivered over 7 months in four strategic phases.
Foundation
Infrastructure, security, and Product Master extensions.
Quotation System
Floor plan fit-out, auto-layout, reuse matching, and quote generation.
Core Asset Management
Live registry, mobile scanning, and lifecycle workflows.
Intelligence Layer
Dashboards, ESG/carbon saving, and intelligence reporting.
Marketplace & Portal
Reuse portal for consultants and internal marketplace.