Can Better Building Level Asset Management Solve Your Problems?

By Anna Maxin

Effectively managing assets critical to instructional and administrative operations is a growing challenge in K-12 schools districts since so many of these assets are no longer “fixed”. Tracking and auditing assets is particularly challenging because of the rapid adoption of technology in the classroom, limited personnel resources, and the short life-cycles of many IT assets.

Luckily, a modern school district asset management system is designed to address common challenges like these. Take a look at how a building level asset management tool can address some of the problems that you might be facing.

1.    “We have a fixed asset system, but it can’t handle all our asset management needs.”

Access to timely, accurate asset information provides the means to make sound business decisions across all departments within the district. You likely have a great fixed asset system that is operating as intended.  Unfortunately, these systems aren’t designed for building level access with functionality to meet the needs of staff, lacking the ability to track the location of assets to rooms, teachers, and students. To address these problems you need a solution that can support your fixed asset system by providing tools for campus staff to verify and track the location status of these assets.

2.     “We cannot easily forecast for replacement needs and new initiative rollouts”

Without accurate asset life-cycle information it is extremely time consuming to gather the data needed for financial decision making. Adopting a modern asset management system will give your team insight into exactly which items have been damaged, lost or stolen, giving you invaluable data to accurately budget for each school year. Building level requests for additional assets will also be verifiable against actual building inventory before approving additional purchases, increasing accountability and oversight.

3.    “We have no way of effectively managing the risks assumed with owning technology assets.”

Assets purchased with distinct funds such as Title I, E-Rate, IDEA and local bonds, need to be tracked and located at a moment’s notice. Internal and external auditors need to verify detailed information about assets including current status and location history. This proves to be a time consuming and stressful requirement that will be resolved with a modern, building level asset tracking solution. Physical inventory audits are never easy, but when assets aren’t fixed they become even more difficult for building level administrators without a system designed to manage physical location.

4.     “We don’t know the total cost of ownership of our technology learning initiatives.”

There are many costs assumed over the life-cycle of use of a technology asset above the initial purchase price, including contractual costs, change management costs, and disposal costs, to name a few.  It is very difficult to optimize your technology investments without the knowledge of up-to-date asset quantities, location, and status of how they are currently being utilized to support critical school district initiatives.  Modern asset management solutions are designed to assist you with tracking the total cost of an asset over its life-cycle of use within your district.

Are there any other problems that you think should be on this list? Let us know in the comments!

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