03/03/2025

4 Ways Mcmtech Makes Audits and Annual Inventory Easy

Federal, state and local agencies across the U.S. are under pressure to ensure they're operating efficiently and using tax dollars wisely. Equipment audits are a crucial part of this transparency. Often called the annual or yearly inventory, equipment audits help verify the existence and condition of critical assets and inventory, ensure compliance with regulations, reduce losses from missing or underutilized equipment, and improve budget planning. As effective as audits are for ensuring government efficiency, conducting them can be extremely time-consuming and labor-intensive, especially with outdated, manual methods. Fortunately, Mcmtech makes it easy. 

“We used to spend a ton of time sending field technicians and engineers out to reconcile physical inventory, but with Mcmtech it's so much simpler. It saves us a ton of employee hours. Plus, it provides a more accurate inventory count, which allows the State to be more accurate in its fiscal accounting.” - Julie Gatzen, network operations manager, Adesta on behalf of the State of CT 

effortless reconciliation of physical assets 

For many agencies, equipment audits still involve spreadsheets, paper records, and physical site visits, resulting in inaccurate and outdated records, significant personnel hours, logistical challenges, and limited visibility into asset status (like whether the equipment is in use, damaged, or in need of maintenance).  

Manual audit tactics aren’t just ineffective, they're cumbersome. “When we were using spreadsheets, it was a chore throughout the year and a major endeavor once a year to manage our county assets,” said Jake Thompson, County Emergency Communications Manager. “Mcmtech removes the chore.” 

Here’s how Mcmtech transforms asset and inventory audits.

1. multi-user access to centralized asset + inventory data 

With Mcmtech, your team works within your live software solution, so everyone is using the same accurate, comprehensive, and current information. Permissions controls and complete change histories enhance data integrity, and seamless portability makes it easy to access and update information from wherever your team or assets are.     

2. remote asset verification 

Verification confirms the existence, condition, location, and ownership of fixed assets on an asset list. Mcmtech’s asset records track this info on an ongoing basis, which means agencies can verify a significant number of assets using the data in their solution. “We have around 1500 different items in our unit alone to verify. We have 80+ microwave shelters throughout the state. It's difficult to visit each one,” says Julie Gatzen from CT. “With Mcmtech, we see assigned equipment, lost items, and statuses. I can verify about 90% of our inventory remotely. It's a huge time saver.” 

3. streamlined manual inventory checks 

When inventory needs to be reconciled in-person, knowing what’s supposed to be where is vital. With Mcmtech’s asset audit module, users simply select a site, location, or vehicle to see a list of assets expected to be there. Users then scan or check off what’s found to quickly and easily confirm that equipment is where it’s assigned and identify missing or out-of-place items. “Running reports helps me locate the smallest of items,” said Jill Loyd, Radio Parts Manager, Polk County, FL. “My stress level doing my yearly inventory has reduced so much.” 

4. compliance + grant-funded tracking 

Automated alerts and compliance-tracking features ensure regulatory requirements are met. “With grant administration comes a lot more responsibility for being accurate with your inventory management,” said a major city Fire Captain tracking grant-funded items in Mcmtech. “These audits are real. They want information, and they don't fool around.” With Mcmtech, agencies can tag assets as grant-funded, State-owned, or any other category to be tracked for specific compliance or accounting purposes, making the items easy to locate and report on when needed.  

more for less: reliability through efficiency 

Audits are meant to ensure departmental efficiency. Your audits should be efficient, too. Fewer site visits means less labor hours eaten up travelling. Accurate, up-to-date records means time isn’t wasted hunting for non-existent items. Automated workflows and synchronized data reduce duplicate steps.   

While the spirit of audits may be about efficiency, an added benefit is reliability. Audits verify what equipment is where, and ideally, whether or not the asset is usable for agency operations (“status”). Agencies that transition from outdated, manual audits to digital solutions not only save time and resources, they also strengthen operational reliability. 

Streamlining your auditing process lets you focus on the mission instead of the mundane. 

Ready to streamline your audit + inventory processes?

As government agencies focus more on efficiency and accountability, leveraging modern asset management software like Mcmtech is no longer just an option—it’s a necessity. Contact Mcmtech today to see how our software can help you maintain compliance, reduce waste, verify expenditure and enhance operational efficiency. 

Updated February 27, 2025, 5:55 pm