From Spreadsheets to Smarter Systems: Transforming Asset and Fleet Management
Hays County Sheriff's Department
Location
San Marcos, TX
Industry
Law Enforcement
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Assets Managed
ABOUT HAYS COUNTY SHERIFF’S DEPARTMENT
Hays County Sheriff’s Department, located in San Marcos, Texas, serves a growing community positioned between Austin and San Antonio. The department has expanded from a couple of hundred officers to over 500 employees, including jailers, deputies, and civilian staff. The department oversees 260 fleet vehicles and manages over 8,000 pieces of equipment, ranging from inventory items like medical supplies to high-value fixed assets such as the SWAT Bearcat.
THE CHALLENGE
The rapid growth of Hays County brought significant challenges in managing both fleet vehicles and inventory. Initially, asset tracking relied on paper lists and later transitioned to spreadsheets and an Access database. However, these systems lacked functionality, were not user-friendly, and became insufficient for the growing volume of assets. The department struggled with tracking consumables, large ticket items, and maintaining accurate records. This inefficiency impacted the department’s ability to manage assets effectively, making it clear that they needed a scalable and centralized solution.
THE SOLUTION
Hays County implemented Collective Data’s asset and fleet management software, which integrated the management of both inventory and fleet operations. The platform allowed the department to streamline its processes by tracking all assets and vehicles in one centralized system. With the ability to manage equipment attached to vehicles, track inventory levels, and run real-time reports, the department dramatically improved operational efficiency.
SOLUTION FEATURES
- Detailed inventory tracking for over 8,000 items
- Integrated fleet and quartermaster solutions
- Centralized tracking of vehicle maintenance and officer-issued equipment
- Easy-to-use system that supports scalability for future growth
- Real-time reporting and inventory auditing
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