Over the last few years, K-12 education in the country has witnessed a transformative shift in technology. Today, from interactive whiteboards to graphics tablets, schools need to manage a myriad of different assets. To do that, traditional methods like diaries and ledgers have proven insufficient in keeping up with the demands of the day. As a result, educational technology companies offer K-12 asset management software that can help schools manage their assets with ease.
Benefits of K-12 asset management software
As the name suggests, K-12 asset management software is a tool that helps schools manage and keep track of their gadgets and non-electronic assets like furniture. That said, most schools also use it to manage educational technology, like computing and networking equipment and software licenses and subscriptions. Not only does the tool offer insights into the changing needs of the school, but it also shows management how certain assets have been deployed.
1. Reduce costs
Opting for quality asset management software can help schools track their investments better. This allows them to set better policies regarding managing the existing tools and staying on track with the latest software updates. Over time, this information can be used to reduce the time, energy, and money spent on maintaining old assets and free up space for upgrades.
2. Improve operational efficiency
With asset management software, school authorities are in a better position to manage their inventory efficiently. Common school gadgets such as tablets change hands often, so manually tracking them can be difficult. Using software to track its movement is a better option, as the program can input and retrieve information regarding past and current users, incidents, device details, insurance coverage, and a lot more in just a few clicks. Many software providers also offer barcode and QR scanning options, reducing the burden of data entry every time an item is checked in or out. This can streamline processes and reduce the administrative burden on school staff, helping improve operational efficiency.
3. Track asset repairs
Faulty gadgets in a learning environment can distract students and interrupt individual learning. So, timely asset repair and maintenance are crucial for schools to ensure a functional learning environment. If schools do not know the issues, the vendor, or the location of the assets, it can be extremely difficult to seek timely help. To circumvent this issue, K-12 schools can keep track of their assets via dedicated management software, which can be used to diagnose problems, reach out to the respective vendors, and charge the appropriate parties.
4. Create accurate records
Like corporations, schools must also maintain a record of their assets, including their life cycle, depreciation, warranties, and valuations, as they have fiscal responsibility toward their patrons. This can easily be done with the help of asset management software, allowing schools to free up funds and invest wisely in the growth of their students.
5. Generate reports
With the help of recorded data, quality new-age asset management software can generate reports. Leaders often use this feature to track and account for their property so they can develop better strategies for the future.
6. Improve accountability
Asset management software also helps improve accountability. With the use of traditional bookkeeping methods, it is easy to lose track of or manipulate records. On the other hand, with data-driven asset management software, schools are better aware of who has checked out what, allowing them to hold users accountable for negligence and broken or lost items.
7. Improve cybersecurity
Asset management software allows schools to monitor their equipment all the time. This surveillance can be imperative when it comes to exposing certain vulnerabilities, especially in terms of cybersecurity. This allows the school’s IT team to determine potential risks and how they may affect information security, giving them ample time to intervene and protect both the students and the school from fraudulent activities.
Tips for introducing asset management software
Asset management software can help educators and leaders manage devices from their procurement to disposal. While there are a lot of benefits to introducing this software in K-12 schools, administrators need to pay special attention to how it is rolled out.
- For starters, schools and districts must set up an asset management policy that outlines standard rules of engagement and sign-off procedures. It should apply to students, educators, staff, and parents. This step ensures that rules are being followed when devices are issued to avoid the risk of loss or misplacement. It can also help prevent security breaches.
- Next, administrators must offer the right training to all their educators and staff members. This must outline how the software is meant to be used, how it can be integrated into classroom settings, and what security precautions should be undertaken to ensure the safety of school property. Additional sessions with the students must also be conducted to showcase safe usage that will help them steer clear of data breaches or hacking issues. Lastly, teachers need to be trained on how to enter data into the system and use the basic equipment (such as barcode scanners) to make the most of the software.
- Providing clear and comprehensive training regarding new policies and techniques can help educators integrate new technology in their classrooms in a better way to ease their burden.