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GullySystem

Asset Register for Facility Management Sites

The register lists what is actually installed at each site. Make, capacity, serial number, warranty and every service done against that unit sit on one page.

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What is recorded against a unit

The register answers the questions a new facility manager asks in week one.

Identity and place

Asset name, a tag number you can label on the unit, and where in the building it stands.

Make and capacity

Manufacturer, model, capacity or rating, and the year it was installed at that site.

Serial and warranty

Serial number and the date the warranty runs to, which settles the argument when a motor fails in its first year.

Vendor and contract

Whether the unit is under an annual contract, with whom, and what that contract covers.

Service history

Every planned round and every breakdown attended, with the parts changed and the technician who signed for them.

Condition

Working, under repair or condemned. A condemned unit drops out of the maintenance schedule.

Building the register

A new site begins with a walk. The facility manager lists the pumps, panels, motors, lifts, tanks and fire equipment block by block. Photographs and nameplate readings go in with each entry, so make and capacity are not written from memory months afterwards. Your client is handed the list to confirm.

Labels on the unit

A QR label can be pasted on each unit. A technician scans it and the asset page opens with its history. The round for that unit can be filled from the same screen. Whether labels are used at all is your choice, site by site.

What the register does not claim

It records what your team entered.

  • It puts no value on the asset for anybody’s books
  • It does not settle who owns the equipment at the site
  • It holds your own entries, not a vendor certificate
  • Depreciation and capitalisation stay with the client’s accountant or advisor
FAQ

Frequently asked questions

Who enters the assets at a new site?

The site facility manager, during the first walk, with photographs. The back office then checks the sheet before it is shown to the client.

Can a unit be moved between sites?

Yes. The move is dated on the register, and the service history travels with the unit rather than staying behind.

Does the register warn before a warranty ends?

Yes. Units whose warranty is running out appear on a dated list, so a renewal can be taken up with the vendor.

How are spare parts linked to a unit?

A part issued on a breakdown is recorded against the asset and against the complaint, so the cost of a troublesome pump is readable.

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Tell us what you need.

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  • A reply within one business day
  • Your details stay private

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