PFI Handbacks – A Case Study in Neglecting Asset Data

With hundreds of PFI contracts now creeping towards their expiration dates, this means one thing for facilities management providers… the dreaded PFI handback process.

The transition of assets back to the public sector should be seamless, built on a foundation of accurate, well-maintained data. Way too many organisations are ill-prepared, stuck with incomplete, outdated and flat-out unreliable asset registers. And the problem isn’t the lack of technology, it’s the failure to adopt and use it effectively. There’s an abundance of good tools out there, and technology isn’t stopping progress – people are.

The importance of PFI Handbacks

Shaping Critical UK Infrastructure

PFI contracts have shaped critical UK infrastructure for the last two decades, and the handback process is a significant undertaking. Assets must be returned to public sector owners, ideally in a condition that doesn’t resemble something pulled out of an Indiana Jones movie.

Poorly maintained buildings & incomplete records

Handing over poorly maintained buildings with incomplete records isn’t just a paperwork nightmare—it’s a fast track to financial penalties, operational chaos, and some very unhappy public sector partners.

The Government’s Guideline

“Start planning at least seven years before contract expiry”. In theory, this gives facilities managers plenty of time to check that assets actually exist, that they haven’t crumbled into disrepair, and that they meet the contractual conditions. Sounds simple, right?

Enter: The Asset Register. Or what’s left of it.

A good asset register should be a goldmine of information—a complete, detailed record of every asset, its condition, and maintenance history. Unfortunately, many organisations will find that what they actually have is a mysterious, error-ridden relic of years past.

Asset registers are only as good as the data that goes into them

— and let’s be honest, data management in FM hasn’t always been the industry’s strong suit. Over the years, asset records have been patched together by different teams using paper-based checklists, spreadsheets, and (if we’re lucky) an old Excel file buried in someone’s inbox.

As a service provider, if you’re trying to meet strict handback conditions, that’s a problem. In 2025, it’s staggering that organisations aren’t properly maintaining asset registers with consistent and accurate data. It’s evident that incomplete, outdated, or missing data increases the likelihood of FM providers facing delays, disputes, and expensive penalties.

The last-minute data scramble

Organisations need to take control of their asset data sooner rather than later. The IPA (Infrastructure and Projects Authority) recommends asset surveys begin at least 5-7 years before contract expiry (which, funnily enough, is right now for many contracts).

PFI contracts also mandate a final asset survey 24-18 months before expiry, but let’s be real: that’s way too late. If you find major issues with an asset register at that stage, you’re out of time—and out of options.

Even worse, unfortunately that “final asset survey” sometimes becomes a desktop exercise, updating an old excel sheet manually, with no actual new and accurate data collected, no check on condition or operational status.

Poor data is unacceptable in 2025. In fact, this has been unacceptable for a long time…

Then why on earth does this still happen?

The data you need vs. The data you have

The old-school way of managing asset data—paper surveys, endless spreadsheets, and the occasional guesswork—just doesn’t cut it anymore.

Organisations need reliable, real-time asset data to make informed decisions, avoid handback disputes, and actually prove that assets meet contractual conditions.

It’s not revolutionary, it’s 2025.

Technology isn’t stopping you. People are.

Technology is the frontline in the war against poor data. With PFI Handbacks looming, the ability to capture, manage and maintain high-quality asset information has never been more critical. Relying on outdated systems and fragmented spreadsheets is a sure way to invite risk, inefficiency and rising costs.

But technology alone isn’t enough. The real barrier to progress isn’t the tools – there’s plenty out there, it’s the people using them (or refusing to).

Resistance to change, outdated habits and a lack of digital adoption are the true obstacles in the way of better data management.

The definition of digital transformation is ‘a shift in attitude or mindset’ towards fully embracing digital tools and processes. It’s the fundamental change in how an organisation thinks about and interacts with technology.

Successful PFI Handbacks won’t just come from implementing technology – they come from fully embracing it and embedding into your operations and culture – creating a culture that values accurate data and equips your teams with tools that fuel that need effectively.

The bottom line? The PFI handback process is coming whether you’re ready or not. Investing in a solid, digital asset data strategy today could mean the difference between a smooth transition and a handback horror story.

Fix your data before it’s too late.

Mobiess are declaring war on poor data. Will you?

Learn More Talk to our team!

PFI Handbacks – A Case Study in Neglecting Asset Data

The importance of PFI Handbacks

Enter: The Asset Register. Or what’s left of it.

Asset registers are only as good as the data that goes into them

The last-minute data scramble

Poor data is unacceptable in 2025. In fact, this has been unacceptable for a long time…

Then why on earth does this still happen?

The data you need vs. The data you have

It’s not revolutionary, it’s 2025.

Technology isn’t stopping you. People are.

Fix your data before it’s too late.

Mobiess are declaring war on poor data. Will you?

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