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How 5 districts are Solving Critical Asset Inventory Challenges
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How 5 districts are Solving Critical Asset Inventory Challenges

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It’s a fact - there is more costly “stuff” circulating around your school buildings than there was 10 years ago. Assets are being purchased without you knowing about it and issued to people without …

It’s a fact - there is more costly “stuff” circulating around your school buildings than there was 10 years ago. Assets are being purchased without you knowing about it and issued to people without standard practices – How do school and department inventory spreadsheets and district financial asset systems keep up?

Without adopting new inventory control processes your district will suffer from over spending, needless losses, and disparate data records.

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  • Thanks Tim and thank you all for your time today. I’ve had the fortunate experience to work with Hayes Software Systems for 11 of the 24 years the company has served k12 school districts. We offer consulting and software for inventory management focused on the particular needs school administrators require to effectively track operational and instructional assets. Today we will discuss:What the asset landscape looks like in todays school districtI’ll review 6 leading asset management challenges facing districtsWe’ll walkthrough 5 case studies of districts who have created a new vision for asset management in their organizationsThe value of applying IT asset management oversight And review steps that will ensure lasting changing for your district as you overcome your own asset management challenges
  • Lets start by defining the kinds of assets we are talking about today. Each district we will discuss had their own priorities that drove their asset program initiatives for change.The fact is the landscape of assets critical to the district and school have expanded at a faster pace than most districts have been able to create policy and procedure for.
  • The 1st place most districts rely on to view asset inventory records is the financial fixed asset system. So lets take a look at how that system accounts for assets in two examples we have.
  • Implementing an asset management program is committing to follow processes to be effective stewards of district resources – this requires a new level of oversight.Understanding how all stakeholders are effected by the vision you have for asset management is the 1st step to gaining acceptance to this kind of change. Knowing the impact of the changes you are asking of peoples roles and responsibilities. This will help your district sustain a program that addresses the needs of stakeholders at all levels in the district. The life cycle management processes you’ll see in the district case studies coming up each focus on one of the following areas. The first is acquisition. Focused on cost effectively requesting and ordering new assets. Identification enables the district to uniquely identify an assets purchase information and status history. The distribution process accounts for the location of each asset – be it at a building, in a room, or assigned to a person. Compliance processes are focused on mitigating risk and improving responsiveness with a focus on record management. The last area of asset life cycle management is disposal which enables the district to plan for replacements and keep inventory records for as long as the funding source requires.
  • The first district we’ll discuss today is Tyler ISD who has 18 thousand students and 26 campuses. Their goals were to change an ingrained culture of school staff who that if they wanted an asset, the district should buy it for them. The catalyst for change happened when Tyler received an influx of federally funded science and math assets. The district realized that they couldn’t fund the replacement of these assets at the rate they were supplying other devices in the district. This was an opportunity to change the districts outlook on all school instructional assets. Accountability need to be communicated to school principals in a new way that would let them know the district takes responsibility for making sure schools receive needed equipment but the school has to show a higher level of responsibility for those assets. The district committed to conducting a district wide inventory audit to ensure that all classrooms were approviatly supplied with the assets needed to deliver instruction and all assets were properly tagged and accounted for. A centralized data repository was also implemented to provide transparency for the district level of all school building assets and the schools now have a detailed view of their own assets, where they are in the school or who they are assigned to. The district took another step that was an even harder culture change, they centralized all equipment purchasing to require approval by the appropriate funding department prior to a purchase order being created. Now when an asset is requested by the school, the district office can easily query the requesting sites existing inventory for the existence of assets in storage or identify unused assets at other schools that could be transferred – if neither of those options work, then a purchase order is created. This process change enabled the district to see immediate reductions in request approvals as assets were identified already in the districts inventory and schools saw a level of responsiveness to their needs that wasn’t possible prior to these changes.
  • Klein ISD has a technology department that tracks and manages the location of all their assets across the district. Each school has a designated inventory coordinator that is responsible for verifying that each classroom is equipped with the appropriate standards for that grade level and course. The schools with 1:1 student laptops also have processes in place to manage the assignment of assets to students and staff. While Klein’s IT department has an asset program that provides the reporting for planning and accountability of their investments, the IT department is one of 11 departments in the district responsible for managing their purchases. The district has 12 different asset repository systems, processes, and training. You can imagine the efficiencies that can be gained from centralizing disparate systems – you’ll get consistent reporting, procedures, and accessibility that can provide a holistic view of assets across the entire district. With a standard for managing assets in place the district will be able to take the gains already seen by the IT department for their technology assets and apply the same practices across departments responsible for everything from band equipment to facilities and maintenance equipment.
  • Challenged with making one of the largest 1:1 student device roll out in the country a success, McAllen ISD had all eyes on them as they purchased and deployed over 27,000 devices. Their asset program started with the school board and superintendent support. The sustainability of an investment like this is only possible if assets are tracked and accounted for on a regular bases, parents receive training on the value of these assets in the education of their students, and students learn life long lessons about responsibility. Each student is required to pay either a $35 insurance payment or a $100 deposit to cover the of repairs. These assets are all leased for three years, so being able to easily identify an asset to a specific contract is critical to the replacement process.
  • Austin ISD’s asset management challenges stemmed from the districts ability to account for their fixed assets. Their changes were initiated by their finance department who tapped their IT department to help them implement a technical solution to their accounting issues. The district chose to deploy RFID technology (radio frequency identification) specialized tags that are applied to all assets that are part of the yearly physical audit process. RFID tags like the one picture on the screen enable district staff to improve the accuracy of audits and the efficiency of conducting them. This audit process was once a time consuming, arduous process that took months for schools to identify a list of assets on paper forms which were then sent to the district office to go tag by tag and update their fixed asset system by hand with updated location and status information. Now the audit process can be completed at the building level in a matter of hours and the district office can reconcile the asset records electronically.
  • Channelview ISD serves 8 thousand students and recently added new schools to better support the influx of students displaced from hurricane Katrina. Changing their asset management processes stemmed from the need to easily identify aging assets at the older school buildings for technology refresh planning. Communicating a plan for the equitable distribution of assets is more important than ever as some buildings have all new equipment while others have older assets. Being able to easily record an assets end of life is also necessary now that bond purchases have required documentation. The district also now has a central asset repository that enables the new school principals to report on their buildings assets, enabling them to verify that teachers have access to the inventory they need in their classroom.
  • Again the value these districts focused their asset management changes were to see gains inMaximizing the existing resources the district already ownsMinimizing the cost of replacing lost assets to see an increase in the transparency of asset data to any asset stakeholder and improve accountability.Accurately forecasting for future purchases by analyzing reliable asset data.Ensuring students have access to the materials they need to succeed in the classroom – which is aligned strategically to your districts missionResponding to internal, state and federal audits with reliable data with less reactive staff effort
  • We’ve created a chart to help you identify where your district is and where you want to be. Stage 1 of the self evaluation is chaos. Where schools are buying anything they want without the technology department knowing. This makes recoding or tracking assets incredibly difficult and unreliable. Roles and responsibilities are also undefined and inconsistent.Stage 2 involves implementing asset repository and discovery tools as well as centralizing asset approval in the purchasing process.Stage 3 asset programs will enable the district to integrate systems to minimize data entry. The physical audit process is also streamlined to enable stakeholders to electronically identify assets. The most mature asset programs are what we call Stage 4. this is where the inventory data consumers (like department heads and assistant superintendents) can utilize asset data in decision making with a high level of trust. Assets also have a visible life-cycle history enabling auditors or anyone in the district to have the ability to view where an asset has been, its status, an damages over its history of use in the district.
  • I think you all so much for your time today. My contact information is on the screen here as well as our website where you can find case studies, blog posts and press releases if you’d like additional information about asset management.

Transcript

  • 1. How 5 Districts are Solving Critical Asset Inventory Challenges How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 2. Quick Housekeeping •Chat box is available if you have any questions •There will be time for a Q&A at the end •We will be recording the webinar for future viewing •All attendees will receive a copy of the slides/recording How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 3. Today’s Speaker Anna Maxin Director of Product Management & Certified IT Asset Manager How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 4. What is an Asset in K-12? How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 5. Capital Purchases How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 6. Infrastructure Equipment How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 7. Classroom Equipment How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 8. Mobile Devices How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 9. Learning Tools How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 10. What do fixed assets look like in your district? How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com 21% 75% 4% District A – 384,448 Total Assets < $500 $500-$5000 > $5000
  • 11. What do fixed assets look like in your district? How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com 12% 85% 3% District B – 162,601 Total Assets < $500 $500-$5000 < $5000
  • 12. 6 Leading Asset Challenges That Lead to Change •Knowing what assets have been purchased and where they are currently deployed •Planning and justifying IT migrations, projects and budgets •Implementing 1:1 or BYOD logistics and procedures •Sustaining and managing standardized grade/course instructional tools •Disparate data manually tracked at multiple department and staff levels •Automating the physical inventory audit process of fixed and portable assets How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 13. Distribution Compliance Disposal Acquisition Identification •Program Management •Policy Management •Communication & Education IT Asset Management Oversight Life-Cycle Management How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 14. Asset Acquisition The gatekeeper for the asset management ecosystem, the purpose is to acquire the assets that are required by your district in the most cost-effective manner. Client Case Study Tyler ISD’s Classroom Equipment Tracking 18,500 Students 26 Campuses Asset Management Goals: • Communication & Education • Accountability • School • Acquisition Management How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 15. Asset Identification Tagging items to uniquely identify and validate the physical presence of the asset within your district. Client Case Study Klein ISD’s Consolidating Systems 46,500 Students 42 Campuses Asset Management Goals: • Accountability • Student • School • Asset Identification Management • Financial How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 16. Asset Distribution and Collection The day-to-day activities of your assets - What is it? Where is it? And who has it? Client Case Study McAllen ISD’s 1:1 iPad and iTouch Initiative 24,800 Students 34 Campuses Asset Management Goals: • Accountability • Student • Community • Financial • Warranty/Lease Requirements How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 17. Asset Compliance The focal point of risk mitigation and audit response, compliance management allows your district to respond to events and perform internal asset discovery. Client Case Study Austin ISD’s Physical Audit Streamlining 86,600 Students 107 Campuses Asset Management Goals: • Financial • Compliance Management • Funding • Legal How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 18. Asset Disposal Client Case Study The process and procedures of removing IT assets from the district to mitigate risk. Channelview ISD Life-Cycle Tracking 8,200 Students 10 Campuses Asset Management Goals: • Compliance Management • Funding Source • Documentation • Acquisition Management • Accountability • Principal How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 19. Value of IT Asset Management • Maximize existing resources • Minimize the cost of replacing lost assets • More accurately forecast for future purchases • Ensure students have access to the materials they need to succeed • Respond to audits with reliable data How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 20. Self-Evaluation Evaluate the maturity level of your district’s IT asset management program. Stage 1: Chaos Stage 2: Reactive Stage 3: Proactive Stage 4: Optimization • Significant asset management issues • Maverick Buying • Inability to measure risk • Inability to record or track assets • Undefined roles and responsibilities How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com • Implementation of standardized asset repository tool • First steps to compile asset repository • User request management • Standardized and regular audit process • Utilizing integrations with systems to minimize data entry • Gain control of processes with process communication • Full Life-Cycle Transparency • Asset records utilized in district decision making • Full control over processes to measure and mitigate risks. Significant ITAM Issues Program Implementation Maintaining Program Aligning with District Goals
  • 21. Setting a Baseline for Change Your asset programs effectiveness relies on preparation, implementation, and sustainability. • Leading Change • Creating a Shared Need • Shaping a Vision • Mobilizing Commitment • Making Change Last • Monitoring Progress • Changing Systems and Structures How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
  • 22. Contact Us Anna Maxin amaxin@hayessoft.com www.hayessoft.com 1-800-749-5086 How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com