IT Asset management software for schools - Simplifying Technology Ops

All schools, whether K-12 or higher education institutions, are transforming their operations by relying on information technology (IT) solutions to provide both students and educators with the resources they need for effective learning. 

While IT solutions for schools are irreplaceable, they come with a unique set of demands and challenges. Diverse user bases, complex regulatory requirements, and shared devices are just a few of the considerations that go into building successful digital solutions for schools.One of the most important tools that K-12 schools use to tackle these blockers is an effective asset management software. 

With strong asset management for schools, they are better equipped to handle inventory needs, auditing, and budget forecasting. Explore the what, why, and how of a school asset management software that can help your organization streamline efficiency and navigate the evolving challenges associated with educational technology. 

What is a school asset management software? 

A school asset management software is an IT solution designed to track and monitor assets like computers, textbooks, special education equipment, tablets, musical instruments, and more.he list of resources that can be managed through a school asset manager is virtually endless. 

Also known as a “school inventory management system,” these tools help take educational asset management into the digital age and allow educators and administrators to easily update asset information through accessible mobile apps. Users can even track the location of assets and schedule maintenance tasks in one centralized interface. 

A comprehensive asset management software allows schools to effectively manage resources throughout their entire lifecycle. From the moment an asset is purchased, administrators can track its arrival, monitor its set up, keep an audit of its users, and eventually determine when it should be retired and replaced. An asset management system can cut down on loss and theft, improve asset utilization, and ensure that maintenance is conducted in a timely fashion. In turn, these benefits boost operational efficiency while saving money and improving the learning environment for learners and instructors alike. 

The school asset management lifecycle

A school asset management software enables effective use of resources throughout their entire lifecycle. Effective asset management tools allow users to track a given resource throughout its time in use, understanding where it falls on this cyclical path. As an illustrative example, let’s track the lifecycle of a tablet purchased to assist students in elementary grades with math facts.

Step 1: Buy and add equipment to the system

The school identifies the need for a tablet equipped with gamified educational software. After comparing prices and identifying the resource they want to acquire, that tablet is purchased and added to the school asset management system, usually with a status indicating that the asset has been purchased and is in transit. This helps administrators know exactly when and where their budget is being allocated and utilized, and provides a central location to help monitor when assets arrive

Step 2: Assign the equipment to the appropriate student, staff, or building in the system

Woohoo, your tablet has arrived! Now it’s time to record the arrival in the school inventory management system, so it can be assigned to a user. If the school has numerous tablets, it might be assigned to a specific student and associated with their name or student ID number. Alternatively, it might be assigned to one particular classroom or teacher, or to share among a few teachers in one building. Knowing who the tablet is assigned to and who is responsible for it helps reduce occurrences of loss or theft. Many asset management systems also offer options to record when an asset is in stock. For example, if you purchased the tablets in bulk, and had some left over after distributing the ones needed, you can record how many you’ll have left in stock ready to use for new students or employees, so that new tablets aren’t purchased and budgets aren’t wasted.

Step 3: Request and keep a monitor of equipment maintenance

A strong school asset tracking software system allows users to submit maintenance requests through a helpdesk portal and track the status of said requests through the same unified interface. Some systems even offer the option to remotely monitor and manage assets like computers or servers. Then, the school’s in-house IT pros can respond to the ticket, remotely manage and resolve the issue, and ensure the resource is back in action as quickly as possible. 

Step 4: Analyze and strategize

With a top-tier school inventory management system, administrators and decision makers will have access to detailed information about asset usage, efficacy, and resilience. They can then make informed decisions about financial resource allocation, physical resource allocation, and future purchases to ensure they are spending dollars with the most effect for the school. 

Step 5: Retire (and potentially replace) the equipment

When an asset has reached the end of its life, it will be retired from the school asset tracking software program. Based on the auditing and planning in the previous step, another asset may be purchased to replace it, at which point the cycle begins again. 

Why is a school asset tracking software necessary?

Asset management software for schools, particularly targeted for K-12 providers, can help reduce the risk of human error associated with manual inventory processes. Additionally, these tools help ensure compliance with regulatory and spending requirements and ensure that your students get the most out of the resources purchased for them. 

Asset tracking tools increase accountability and visibility into the school’s resources throughout their life cycles. And the cherry on top? It helps tighten budgets by maximizing existing resources and helping to plan and forecast for the future, cutting down on extra expenditures and allocating money where it matters the most. 

While these tools are digital, they can track so much more than just digital assets. In addition to technology and software,they can act as an entire inventory management software for schools to help keep track of physical assets like desks, chairs, special education tools, and even maintenance and cleaning equipment (sometimes, this process is completed using barcodes, which can then be scanned through a mobile app). 

This is a comprehensive strategy that is sure to revolutionize the way you keep track of your school’s assets, both tangible and digital, all in one place. 

Benefits of asset management software for schools

Now that you have a better understanding of how asset management for schools works and why you need it, let’s review the key benefits of these modern IT solutions for schools.  

• Increase efficiency: Say goodbye to the days of manual asset tracking through dated methods like Excel spreadsheets, and reduce the risk of human error. 
• Gain improved data and reporting: Inventory management software for schools offer detailed data and reports on topics like asset utilization, downtime, and more. These insights allow you to better allocate resources and plan ahead when assets are approaching the threshold for replacement. 
• Cut costs: Having a better understanding of the assets in play allows you to better plan your budget and anticipate repair costs before they get too pricey. Additionally, the increased accountability and visibility you’ll get reduces the risk of loss and theft. 
• Maximize visibility: No more wondering what happened to a certain asset or when it’s time to replace something. You’ll be able to access all kinds of data in one fell swoop through an intuitive, centralized portal. 
• Manage maintenance: A strong school asset manager will allow you to manage ticketing and maintenance requests through the same digital interface. Unifying these tasks will again improve your visibility and understanding of your assets as well as maintenance and ticketing efficiency. 
• Comply with regulations: In the world of K-12 education, there are lots of rules and regulations that must be complied with, especially for public education institutions. To ensure you’re meeting the requirements of grants, funding, and more, you can leverage the data and insights provided by school asset management software. 

What to look for in inventory management software for schools

Wondering how to choose the best asset tracking for schools? There are a few key factors that you should look for… 

• Number of assets: How many assets do you need to track? Does the software you are looking at have a limit to how many assets you can add, and/or a threshold for a price increase when you reach a certain number of assets? The best programs will allow you to track unlimited assets, allowing for flexibility and scalability. 
• Pricing considerations: Determine how your asset tracking software for schools is priced. Is there a one-time license fee or a subscription model? Does the price change based on the number of assets or the number of students? 
• Mobile accessibility: Can you access the school asset manager software through a mobile device or mobile app? Depending on your specific needs, this can be an important differentiator. 
• Required resources: Does your school have the in-house capacity to effectively implement the asset tracking program? Ensure you have a plan to make the most of the software you choose. 
• Analytics capabilities: What kind of analytics and data do you need? Once you determine that, decide if the software in question meets those needs. 

There are many different asset management software for schools on the market, but choosing the right one for you begins with conducting an audit of your needs, budget, and the resources you can devote to in-house management of the asset tracking program. Choose Atera for your school asset management software needs

Choose Atera for your school asset management software needs

A comprehensive IT tool like Atera goes above and beyond with network discovery and complete visibility into all of your digital and physical assets. In Atera, you can manually add assets or import them in bulk from a spreadsheet, and create asset types to easily organize and manage assets all in one easy to use interface. You can track the inventory lifecycle status from an easy to use color-coded dropdown, and keep track of warranty expiration dates. Atera offers a complete picture of your entire school IT environment at any given moment, and with strong analytics and reporting capabilities, so you can always make informed decisions about resource allocation, grant compliance, and future purchasing strategies. 

Our tools are tried and tested in the world of educational IT – so contact us for a demo today to try out the perfect school asset management solution for you.

P.S. If you’d like to learn more about Asset management, check out our most recent Community town hall and Asset Management unveiled webinar. You’ll be glad you did!