asset management

The 3 Types of Inventory Audits That Will Boost Your Data Accuracy

Performing these 3 types of inventory audits throughout the year will improve your data accuracy and usability.

The 3 Types of Inventory Audits that will Boost your Data Accuracy

By Gena Blankenship

School districts need to know where their assets are at all times, and a reliable inventory tracking system is the first step to having great data at your fingertips. The next step…audits! One of the best ways to boost the accuracy of your inventory data is to complete these three types of inventory audits throughout the year.

1. Real-Time Audits

  • Completed on a regular schedule
  • Completed at random locations
  • Take less than 20 minutes to complete

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The Best Time of Year to Conduct an Inventory Audit (Hint: It’s not May!)

Think you know the best time to audit inventory? Consider these 5 reasons to change your audit schedule.

Best time to audit inventory like desks and chairs at a school

By Gena Blankenship

Many districts complete inventory audits at the end of the academic school year when staff, teachers, and students are already stressed to the max. Often, crazy schedules and competing priorities cause the audit to go undone, forcing you to use inaccurate and outdated inventory information to plan for the coming year. Is that really the best time to audit inventory?

In my experience, completing your inventory audit in the time between Thanksgiving and Christmas is much easier for all involved. Here are 5 reasons you should consider conducting your audits in late fall, instead of the end of the academic year. Continue reading “The Best Time of Year to Conduct an Inventory Audit (Hint: It’s not May!)”

Simplify Your Tech Refresh Plan Using Your Asset Management System

An asset management system is a powerful tool with the exact data you need to plan your tech refresh.

By Morgane Le Marchand

Using TIPWeb-IT to plan for tech refresh cycles

The use of technology in K-12 education brings unique challenges to school districts who must protect their investments and ensure that technology remains operational. Due to the significant investment in technology and the long-term budgeting cycle, it’s crucial that school districts plan for future tech refresh cycles; your asset management system is a powerful tool to help you do so.

We’ve asked Jason Genovese, Director of IT Operations, Assets and Budget at Garland ISD, to share three key tactics he uses to plan for tech refreshes using the TIPWeb-IT asset management system. With 57,000 students across 72 campuses in the Dallas/Fort Worth Area, Garland ISD is the 70th largest district in the US. Jason tracks over 140,000 assets and is constantly planning and budgeting for their life cycle and replacement.

Continue reading “Simplify Your Tech Refresh Plan Using Your Asset Management System”

Standardize Inventory for Implementation Success

Standardize Inventory for Implementation SuccessStandardize inventory data and increase the chance your software implementation will succeed.

By Morgane Le Marchand

Successfully implementing an asset management system isn’t just about software. You need defined processes in place to make sure that your new system delivers strong ROI. Before you even begin inputting inventory data into the system, it’s important to invest time planning how you’ll standardize inventory procedures and staff responsibilities. Why? We’ve asked Joseph Jacks, Chief Technology Officer at Tyler ISD in Texas to share the lessons he learned about the importance of standardizing data and processes.

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4 Reasons Your Homegrown Inventory Management System Will Fail

Your homegrown inventory management system isn’t a sustainable solution.

By Emily Frazier

You’ve put a lot of time and effort into your homegrown inventory management system. You built it because your district didn’t find existing software that met your unique needs. However, while the advantages of a custom-designed system can be alluring at first, the risks and costs over time exceed the initial benefits.

Many districts today are recognizing the headaches associated with maintaining their homegrown inventory management system are too great to manage. Instead, they’re opting for a third-party vendor developed and supported application. The result is greater transparency, increased efficiencies, and cost savings.

Here are four reasons to evaluate the value of your homegrown inventory management system:

Continue reading “4 Reasons Your Homegrown Inventory Management System Will Fail”

Think You Know What IT Asset Management is? Think Again.

By Kelly Jones

iPad

To understand what IT Asset Management (ITAM) is, you need to understand what ITAM isn’t…

Many school districts think they have an asset management system in place because they have one or many of the following:

  • Fixed Asset Systems: Financial professionals within a school district will most likely prefer a fixed asset system as the system of record since it relates to accounting practices. Unfortunately, the system only records acquisitions and disposal costs, not any information pertinent to campus staff, like where the asset is located and whether it’s available for use.
  • A Discovery Tool: Many school districts have a system that can discover physical assets and therefore believe they have an asset management system. The truth is, asset discovery is only a small portion of what constitutes ITAM. It isn’t just discovery, but also the tracking of the physical, financial, and contractual information and its changes throughout the asset’s entire lifecycle.
  • Asset Spreadsheets: Asset spreadsheets are utilized by many school districts. They allow a district to track assets and get some transparency into budgeting, but because the spreadsheets are created and maintained by each individual campus, there is a lack of process and standardization in formatting and naming conventions for the fields being tracked. This makes it virtually impossible to get a holistic, district view of assets in a consistent format, resulting in increased audit response times and inaccurate inventory data.

Continue reading “Think You Know What IT Asset Management is? Think Again.”

5 Tips to Protect Your Inventory Management Program from the Summer Slide

By Adam RosenfieldiPad summer

You spent the year working toward tracking and managing your inventory more efficiently. You saw where changes in your policies and procedures have worked, audits were conducted on time, and loss rates are decreasing. But if you don’t pay attention to your inventory during the summer, all of the progress you made during the year could be lost.

Researchers have coined a term called the “summer slide” that describes the tendency for students to lose the achievement gains they made during the year if they don’t continue to stay engaged in stimulating educational activity. And it can happen to your inventory management program too if you don’t keep up your positive momentum throughout the season.

Continue reading “5 Tips to Protect Your Inventory Management Program from the Summer Slide”

The Dangers of a Homegrown Inventory Management System at Your School District

By Adam Rosenfield

Homegrown System Inventory School

You’ve put a lot of time and effort into your homegrown inventory management system. You built it because your district didn’t find existing software that met your unique needs. However, while the advantages of a custom-designed system can be alluring at first, the risks and costs over time exceed the initial benefits.

Many districts today are replacing their homegrown inventory management systems in favor of a third party vendor developed and supported application. Delaying the implementation of a solution can be detrimental to your district’s operational efficiency, costing your staff time, and your district thousands of dollars every year.

Here are four reasons to evaluate the worth of your homegrown inventory management system.

Continue reading “The Dangers of a Homegrown Inventory Management System at Your School District”

Measuring Inventory Management Effectiveness: 5 Metrics You Need to Track

By Sara ArthrellInventory Management Effectiveness

With the influx of technology at your campuses each year, it’s crucial to measure how effective your processes are for managing these devices rather than just assuming your policies are working. Each decision you make should be informed by data, and the result of these efforts should be cataloged for future reference.

When managing an asset inventory program, districts have a litany of data points from which to make strategic decisions to optimize people and processes. All this information can sometimes cause paralysis at your district and stall your program.

How do you know which data to track to get the most out of your inventory management program?

Continue reading “Measuring Inventory Management Effectiveness: 5 Metrics You Need to Track”

What Your District Needs to Know About Property Insurance

By Adam Rosenfieldcracked iPad screen

Are you prepared if a major disaster hits your school district?

Your district is full of valuables within the walls of each building, millions of dollars’ worth of assets and materials. So if a disaster strikes, knowing exactly what you have could save your district a lot of money.

The first thing you’ll need to do if a disaster, like a hurricane, tornado, or fire, hits your district will be to produce a list of what was in each building for insurance purposes. But will you actually know what you lost? Continue reading “What Your District Needs to Know About Property Insurance”