Unique QR-Code Asset Management at Polo Towers | Case Study

Polo Towers, a chain of luxury hotels and resorts, had reduced visibility into the condition and location of their in-room high-value assets, like screens and speakers. With Grid, they have set up a QR-code-powered end-to-end Asset Management and Audit System in less than a month. They can now track the movement and condition of every asset in real time, with a few clicks.

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Grid x Polo Towers At A Glance

5 Sites

200+ Rooms

20,000+ Assets

550+ Audits

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Timeline

How did Grid & Hotel Polo Towers collaboration come about?

Grid and Polo Towers first partnered in May 2022 for:

1. End-to-end Asset Management managed by QR codes at a granular level

2. Foolproof Audits with KPI Extraction for Intelligent Business Decision

3. Expenditure Analysis powered by accurate Data Collection

Snapshot

Who's using Grid @ Hotel Polo Towers?

Before Grid

Hotel Polo Towers used to rely on a number of independent software solutions that had to be patched together to achieve a somewhat workable solution. Grid combines and makes available all those separate functionalities in a single powerful and flexible tool:

MS Excel / Google Sheets

Usage:

• Non-standardized data collected from multiple sources

• Manual collation on Excel by MIS Teams

• Sheets forwarded to Project Heads for final check and commissioning.
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Issues:

• Lack of Data Synchronization and Version Control in MS Excel

• Time-consuming and prone to input errors

• Difficulty in Progress Tracking

WhatsApp / Phone

Usage:

• Data Collection (primarily photos) on Phone

• Photos of assets shared via WhatsApp

• Issues raised via Phone calls/WhatsApp
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Issues:

• Frequent disruptions, delays, and errors

• Zero standardization of data

• No Automated Tracking System for Insight and Visibility

Operations @ Hotel Polo Towers Powered By Grid

Asset Management and Tracking

• Creation of asset location master database that manages and tracks 20000+ Assets

• Real-time asset location tracking system across multiple sites and warehouse

• Stock visibility and management system to facilitate fault-free Hospitality

Key Benefits

• QR ensures instant reporting of asset health and location

• Quick communication and resolution of issues

• Proactive inventory management and transportation

Asset Audit

• Digitized quality checklists to ensure consistency

• Automated QR-powered reporting for bulk visual inspections

• Instant alert mechanism

Key Benefits

• Seamless bulk upload of data processed in audits

• Decision-makers have the power to conduct random audits smoothly

How Hotel Polo Towers uses Grid

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Asset Management and Tracking System

• Creation of a master database for all assets across multiple sites

• Automated purchase order and approval channel for inventory restocking

• Proactive asset procurement planning wrt on-site demand and usage

• Expenditure analysis based on inventory consumption

• Real-time asset location tracking

Step 01: Every hotel asset has a QR code assigned, which contains the history of data associated with it, up to the present. This provides 100% visibility for managers to stay on top of their inventory.

Step 02: From the asset audit data, managers can use asset management sheets to initiate stock adjustments, inventory fulfillment, repair and maintenance, and asset tracking

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Asset Audit

• Instant audits post-checkout using Grid’s digital forms

• Zero data misreporting due to quality checklist and image verification modules

• Bulk upload of data with automated tabulation turn audit analysis into an extremely user-friendly experience

• Multiple sets of QR codes for layered audits - sites, rooms, and assets.

Step 01: Post-checkout, the hotel management staff visits the rooms to inspect the condition of every asset present.

Step 02: Assets are QR-coded on an individual and per-room basis, with one scan of the door providing insight into the total asset value of a room.

Step 03: The staff scan the QR code on every asset and fill in the checklist, which can be personalized for different types of assets.

Step 04: Any issue with the condition of an asset or its stock can be raised on the spot via the Grid mobile app.

Step 05: Automatic Email generation notifying the IT Manager and Hotel Manager, who can then use the Asset Management System to resolve the issue.