Project Background:
Founded in 1950, the Hong Kong Red Cross faced critical challenges in managing over 50,000 fixed assets and humanitarian supplies through error-prone manual Excel workflows. Legacy processes caused asset tracking system gaps—30% inventory discrepancies, delayed maintenance response, and accountability blind spots across 200+ service locations.
SAMEX’s AI-Powered Fixed Asset Tracking Cuts Audit Errors by 78% for NGOs
In 2018, the NGO implemented SAMEX Enterprise Asset Management Software, achieving:
1️⃣ End-to-End Visibility: RFID/QR code-driven lifecycle tracking from acquisition to disposal.
2️⃣ NGO-Specific Workflows: Customized modules for disaster relief inventory management (medical supplies, masks, blankets).
3️⃣ Mobile-First Control: 99.9% inventory accuracy via industrial tablets with real-time scanning.
Implementation Highlights
This project mainly implements modules, including 8 major applications: fixed asset ledger, asset acquisition application, asset maintenance application, asset lease, asset recovery, asset inventory, inventory materials , and material claims.
1. Fixed Asset Tracking Reinvented
The fixed asset ledger records all assets and basic asset information, such as asset number, description, location, responsible person, user, fuselage number, acquisition date, and asset specifications (such as color, model, carrying capacity, capacity, etc.), Different assets can define different specification properties. If it is an IT asset, you can define the asset memory size, hard disk capacity, processor speed, etc. At the same time, it is also possible to view all historical trajectories of assets: asset rental history, maintenance history, inventory history, etc. Through this information, we can track all the running status and running trajectories of each asset.
🔹Digital Ledger: Centralized records for 15+ asset attributes (serial numbers, locations, maintenance history).
🔹AI-Powered Alerts: Auto-flag expired medical supplies and underutilized equipment.
🔹Mobile Audits: 2-hour monthly inventory cycles (vs. 5-day manual processes).
2. AI-Powered Asset Reconfiguration & Governance
The SAMEX enterprise asset management software streamlines asset lifecycle transitions through two core workflows:
1️⃣ Dynamic Asset Reallocation
SAMEX’s NGO inventory management solutions empower organizations to optimize resource allocation through three core features: Automated multi-level approval workflows slash approval cycles by 65% by replacing manual follow-ups with no-code customizable processes for reallocations, damage reports, and idle asset flags. The system ensures audit-ready accuracy via RFID/fixed asset tracking, updating equipment locations in 15 seconds per scan while eradicating spreadsheet errors common in traditional NGO operations. Additionally, AI-driven idle asset detection scans inventories across 50+ sites in real time, triggering redeployment alerts for underutilized equipment – a capability proven to reduce procurement costs by 22% while aligning with NGO budget constraints. This integrated approach streamlines compliance and maximizes asset reuse, positioning SAMEX as a strategic partner for mission-driven resource optimization.
2️⃣ Audit-Ready Disposal Governance
Asset disposal is divided into various disposal methods according to different disposal types, such as: SELL, DISPOSE, DONATED, TRADE-IN and RECYCLE. The system is equipped with a process designer, and enterprises can approve and apply for Asset disposal must be approved. The system also provides mobile application QR code scanning for secondary confirmation of changed assets to avoid changing wrong assets.
3.3 Streamlined Maintenance Workflows via Enterprise Asset Management Software
SAMEX’s Fixed Asset Tracking System revolutionizes repair management through AI-driven prioritization:
RFID-tagged repair histories show equipment availability rates improved from 68% to 93% post-implementation
Mobile asset tracking software enables field staff to instantly submit maintenance requests with photo/video evidence, triggering automated approval chains (avg. 2hrs vs 72hrs under Excel-based processes
Multi-tiered approval matrices align with NGO operational hierarchies – district supervisors validate 90% of repairs within one business day
Cost control integration automatically matches repair bids with historical vendor pricing (15% avg. cost reduction since 2020)
3.4 Intelligent Rental Governance via Fixed Asset Tracking System
SAMEX’s Enterprise Asset Management Software redefines asset leasing with precision controls tailored for NGO inventory management solutions: support for mobile terminal applications, and the data is automatically updated to the asset ledger. Equipped with a process designer, the enterprise can approve it according to its own review process, and the application must be approved before it can be rented. You can set whether each asset can be directly leased, if not, you need to submit a lease application. Asset leasing between different sites (SITEs) requires the submission of a leasing application, which is then released using an approved application form. It can be leased in batches, and related financial accounts can be updated. Rental history is automatically saved and can be queried at any time. The system also provides mobile application QR code scanning for secondary confirmation of leased assets to avoid renting wrong assets.
3.5 Asset Recovery
For the recovery of fixed assets. Corresponding to asset lease, track whether the leased assets of each lease document are recovered, and record the lease status of each leased asset in detail to avoid the loss of leased assets.
3.6 Precision Inventory Audits via Fixed Asset Tracking System
SAMEX’s Enterprise Asset Management Software streamlines inventory workflows for organizations like the Hong Kong Red Cross, replacing error-prone Excel sheets with precision controls:
Export reports meeting donor accountability standards for NGO inventory management solutions
🔹Mobile Asset Tracking Software
Conduct inventories via industrial-grade tablets with RFID/QR code scanning (infrared barcode scanning as primary method)
Real-time sync to central asset ledger, eliminating 100% of manual Excel data entry errors
🔹New Asset Registration
On-site tagging of unregistered equipment: Generate barcodes, input serial numbers, and log specifications (color, model, location) directly via mobile devices
Print labels immediately to avoid post-inventory reconciliation delays
🔹Dynamic Status Updates
Flag relocated or damaged assets (e.g., “inoperable” medical devices) during scans
Auto-generate discrepancy reports and trigger compliance workflows for unauthorized movements
🔹Barcode Recovery
Replace lost/damaged labels on-site with mobile reprints, ensuring continuity in RFID asset management for NGOs
🔹Audit Trail Compliance
Permanent record of all inventory histories (2018–present) with timestamped user actions
3.7 Stock Items
As one of the largest NGO (Non-Government Organization) in the world, In addition to fixed assets, the Hong Kong Scarlet Society also has a large amount of relief supplies, including masks, quilts, clothes, and even medical supplies. How to manage these materials accurately and stand the test of citizens has always been one of the problems of the Red Cross. SAMEX helps clients implement SAMEX The material management module ensures accurate quantity and clear responsibilities, and can quickly query the quantity and specifications of each material, especially some materials that have expired properties, ensure timely reminders, rational use, and help enterprises reduce unnecessary waste.
3.8 Material Collection
One of the core aspects of material management is their inbound and outbound management. It is an essential element for a good warehouse material management to be able to find the corresponding inbound and outbound vouchers for the differences in the inventory data each month. From the previous paper, manual recording, to the current mobile handheld operation, we have helped customers greatly improve the efficiency of material in and out of the warehouse, and also provide the accuracy of material inventory. For each application, the enterprise can approve it according to its own review process, and the application must be approved before it can be issued.
Summarize:
Fixed assets are an important operating resource for an enterprise. It is not only the financial management requirements of enterprises, but also the requirements of enterprises to optimize the allocation of resources.
1: SAMEX FAM is applied to all fixed asset management of the enterprise to realize the standardization of whole asset management and information sharing. Every piece of fixed assets can be tracked and traced from storage, requisition, borrowing, allocation, change, to scrapping and disposal.
2: Provide various types of asset management report models and real-time data dashboards to help companies reduce costs and increase efficiency and enhance their competitive advantages.
3: Fixed asset management introduces APP terminal application to assist management, administrators can view the basic information of all assets at any time, through RFID or QRCODE The scanning method can quickly and accurately complete the inventory, change, entry and maintenance application of assets. It greatly improves the efficiency and accuracy of asset management.
