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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”

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”

Understanding California’s Williams Settlement Textbook Requirements

A Look at How the Williams Settlement Affects Print and Digital Instructional Materials

By Adam Rosenfield & Morgane Le MarchandThe Williams Settlement Affects Textbooks

At Hayes, we understand how education laws affect your inventory management strategies. The Williams Settlement, a law passed in California back in 2004 helped to change the game for students and school districts, enabling more students to have access to textbooks. Below, we review how the settlement applies to your inventory management strategies for print and digital instructional materials and what you need to know about meeting the requirements.

How did the Williams Settlement come about?

On May 17th, 2000, the ACLU, Public Advocates, Mexican American Legal Defense and Education Fund (MALDEF) and other civil rights organizations filed a class-action lawsuit on behalf of public schoolchildren against the State of California. The organizations claimed the State and its agencies had denied thousands of California children their fundamental right to education under the California Constitution by failing to give them the basic tools necessary for that education. Those tools included equal access to sufficient textbooks, decent school facilities, and qualified teachers. The case was named Williams v. The State of California. Continue reading “Understanding California’s Williams Settlement Textbook Requirements”

6 Tips for Creating an Instructional Material Procedure Manual at Your School District

By Jessica Zaleskipolicy and procedure manual

When it comes to managing instructional materials, it takes a team of people to keep everything running smoothly. As you start to plan for next year, one way to improve instructional material management efficiency is clearly defining and communicating policies and procedures through a manual you distribute to your staff.

We’ve enlisted Cherie Crews, the District Instructional Resources Specialist at Keller ISD for the past 11 years, to give her insight into how districts can develop a policy and procedure manual to reveal important information to district staff. Read on as Cherie shares the top six tips she’s learned while creating and updating Keller ISD’s manual for the past three years. Continue reading “6 Tips for Creating an Instructional Material Procedure Manual at Your School District”

3 Inventory Management Onboarding Best Practices From District Textbook Coordinators

By Jessica Zaleski

Making sure your district inveonboarding inventory managementntory management procedures are followed starts at the beginning of the year. The first few weeks of the school year are the perfect time to help your new inventory management employees understand your district’s culture and your expectations as a textbook coordinator.

To start the year off on the right foot, we recommend you take another look at your onboarding process. A comprehensive onboarding program for employees will ensure your inventory management procedures are understood and correctly carried out by those new to the role this year (or those who need a refresher!). Here are some ideas you might consider including that other textbook coordinators have successfully implemented in their districts: Continue reading “3 Inventory Management Onboarding Best Practices From District Textbook Coordinators”

5 End of School Year Tips for Successful Textbook Inventory Management

By Jessica Zaleskiend year textbook inventory

As the semester winds down, school district instructional materials coordinators begin looking ahead to their end of year processes. With everything that your campuses need to complete this time of year, you may start to feel overwhelmed about getting your coordinators to quickly accomplish these processes. But fear not! We’ve compiled a list of best practices that will help you ensure campus staff know expectations and account for their materials as efficiently as possible.

1. Keep the lines of communication open.

Having an end of year meeting is a good idea to ensure all of your campuses are on the same page and understand the expectations for closing out the school year. Here are some important topics you can communicate and discuss: Continue reading “5 End of School Year Tips for Successful Textbook Inventory Management”

Barcodes: Necessary Feature or Textbook Inventory Management Roadblock?

By Jessica Zaleskibooks without barcodes

There are important situations where barcode scanning is an important feature for your inventory management solution. In a school where textbooks are individually assigned to students or teachers, it is critical for accountability to have the capability to identify each individual book and its “owner” by the unique barcode number. This link means that when materials are returned, the actual “owner” is given credit even if the book was handed in by another individual.

But there are as many, if not more, scenarios where tracking instructional materials by a unique barcode is more of a hindrance than help. When working with class sets, as many elementary schools do, there’s not much value to knowing the barcode number of each book. In these cases, it is more efficient to manage inventory by quantity count, rather than by barcode number. Continue reading “Barcodes: Necessary Feature or Textbook Inventory Management Roadblock?”

Instructional Material Contract Negotiations 101

By Jessica ZaleskiInstructional Material Vendor Contract Negotiation

Contract negotiations for new instructional material adoptions can have a huge impact on the inventory processes of a district, and with many districts depending on the Teaching & Learning Curriculum Department or Purchasing Department to handle contracts with vendors, it’s not uncommon for the district inventory manager to miss out on some important details of the contract negotiations they can have an impact on.

Below are a few tips for landing a contract that works for your inventory management needs.

Getting past your projected enrollment headaches

The benefits of involving an inventory manager in the contracting process for your instructional material purchases may help you meet the high expectations of getting resources in the hands of students and teachers at the beginning of the year. Continue reading “Instructional Material Contract Negotiations 101”