How GoRPM Helps State Agencies Improve Facilities Inventory and Compliance

• GoRPM helps state agencies manage vast facilities inventories with improved accuracy and efficiency.

• The system centralizes data collection, reporting, and validation to meet real property regulations.

• It reduces manual processes, saving time and resources during annual inventory tasks.

• GoRPM enhances decision-making by providing real-time insights into state-owned property management.

• R&K Solutions offers continuous support to ensure the system operates smoothly and meets evolving requirements.

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How R&K Solutions Helped U.S. State Agencies Meet Real Property Mandates

R&K Solutions has a long-standing partnership with a U.S. state government to refine its facilities inventory system, fulfilling the legal requirement to track all state-owned or leased facilities. This initiative highlights the crucial role of accurate and centralized data management in public sector asset governance.  

Under state legislation, the government needed a comprehensive system to manage over 100 million square feet across more than 10,000 records pertaining to state government facilities. The scale of this inventory posed challenges, yet it also provided opportunities to improve property management processes. By implementing a unified tool, the state streamlined the collection, validation, and storage of data from various reporting agencies, significantly easing the burden of the labor-intensive annual inventory tasks.  

These enhancements were primarily associated with the precision of the state’s facilities inventory. To this end, it sought to leverage a common tool that could centralize the collection, validation, and storage of data from all reporting state agencies. In the context of real property regulation, the state also wished to reduce the labor-intensive process surrounding the annual facilities inventory. Ultimately, the state’s goal was to leverage its inventory data to enhance analysis, make informed decisions on space utilization and planning, and enhance cost efficiencies.  

The R&K Solution

A critical aspect of our project was the development of an efficient and comprehensive system for facilities inventory reporting. We implemented GoRPM, our software-as-a-service (SaaS) solution, to address the unique requirements and challenges associated with managing a vast property portfolio. This solution has been instrumental in tracking, managing, and utilizing data while serving as the official, authoritative record for facility inventory in one convenient location.  

Our engagement encompassed the entire project lifecycle, from initial planning to gathering requirements, system configuration, training, rollout, and, ultimately, providing ongoing sustainment support. The magnitude of this task was considerable: Data from over 100 distinct reporting groups had to be amalgamated and comprehensive reports prepared to comply with specific real property regulation mandates. However, this was completed in less than the mandated time, given the highly configurable nature of our GoRPM solution.    

With R&K’s involvement, our clients have transformed their approach to mandated reporting requirements and real property inventory management. They now possess a superior system for accurately managing property inventory. Additionally, the implementation of GoRPM has improved clients’ ability to meet compliance standards set by the state legislature and achieve efficient facilities planning.  

This comprehensive solution has had a profound impact on budget decisions, proving invaluable for facility space and project management planning. To further enhance the system’s capabilities, GoRPM has been expanded to align with new Governmental Accounting Standards Board (GASB) requirements for further use in state-owned property.  

How to Achieve Similar Success with Your Real Property Inventory Management  

This success story exemplifies a proven method for effectively navigating the complexities of real property management mandates and regulations with an all-in-one software solution. By adopting GoRPM, any organization can address the common challenges associated with managing extensive property portfolios.  

To get started, consider taking the following steps:  

1. Determine if GoRPM meets your business’s needs.  

The adaptable nature of GoRPM allows for configuration to meet the specific needs of any organization. As such, it’s important to identify the core objectives and goals of your organization first. This might include ensuring compliance with state and federal regulations, improving data accuracy, enhancing efficiency in property tracking, and supporting better decision-making. Additionally, take time to identify any current pain points or inefficiencies. These findings will help tailor the new system to address specific issues and enhance overall productivity.  

2. Define implementation requirements.  

Establish a set of standards for data entry, storage, and retrieval to ensure consistency and accuracy across the organization. This includes defining formats, categories, and validation rules for data inputs. Then, clearly define the roles and responsibilities of each team member involved in the implementation. This ensures accountability and that all aspects of the process are covered. Finally, conduct a pilot implementation to test the system and gather feedback. This helps identify any issues early on and make necessary adjustments before a full-scale rollout.  

3. Establish how users will interact with the software.  

Conduct comprehensive training sessions for all users. This training should cover the basics of the system, specific functionalities relevant to each user’s role, and best practices for data management. Consider a mix of in-person workshops, online modules, and ongoing support sessions. Additionally, set up protocols for maintaining data integrity post-implementation. This includes regular audits, backup procedures, and guidelines for updating information as properties change hands or conditions evolve.  

4. Connect with R&K experts for continuous support.  

R&K will provide ongoing technical support to ensure the system operates efficiently. This includes troubleshooting issues, performing regular system maintenance, and ensuring compatibility with other software tools. Our team of experts will be available for consultation to help you navigate challenges and seize opportunities. When you need advice on strategic decisions, help with data analysis, or support with managing complex projects, R&K will be there to assist.  

Whether you’re looking to improve compliance, enhance efficiency, or gain better insights into your property portfolio, our team is ready to assist you in achieving these goals with tailored solutions and expert guidance. We also offer the following professional services:  

• Real property inventory  

• Facility condition assessment  

• Space utilization planning  

• Strategic real property consulting

Let us help you navigate the complexities of property management with a team of experts well-versed in the regulatory landscape.  ‍

Contact us today to learn more about GoRPM and start transforming your real property management system to meet property mandates.

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