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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 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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How 5 Districts are Solving Critical Asset Inventory Challenges
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
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
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
What is an Asset in K-12?
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Capital Purchases
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Infrastructure Equipment
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Classroom Equipment
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Mobile Devices
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Learning Tools
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
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
What do fixed assets look like in your district?
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
13%
85%
3%
District B – 162,601 Total Assets
< $500
$500-$5000
< $5000
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
Distribution
Compliance
Disposal
Acquisition
Identification
•Program Management
•Policy Management
•Communication & Education
IT Asset Management Oversight
Life-CycleManagement
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Asset AcquisitionThe 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 Tracking18,500 Students26 Campuses
Asset Management Goals:• Communication & Education• Accountability
• School• Acquisition Management
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Asset IdentificationTagging items to uniquely identify and validate the physical presence of the asset within your district.
Client Case Study
Klein ISD’s Consolidating Systems46,500 Students42 CampusesAsset Management Goals:
• Accountability• Student• School
• Asset Identification Management
• Financial
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Asset Distribution and CollectionThe 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 Initiative24,800 Students34 Campuses
Asset Management Goals:• Accountability
• Student• Community
• Financial• Warranty/Lease Requirements
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Asset ComplianceThe 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 Streamlining86,600 Students107 CampusesAsset Management Goals:
• Financial• Compliance Management
• Funding• Legal
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
Asset Disposal
Client Case Study
The process and procedures of removing IT assets from the district to mitigate risk.
Channelview ISD Life-Cycle Tracking8,200 Students10 CampusesAsset Management Goals:
• Compliance Management• Funding Source• Documentation
• Acquisition Management• Accountability
• Principal
How 5 Districts are Solving Critical Asset Inventory Challenges www.hayessoft.com
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
Self-EvaluationEvaluate the maturity level of your district’s IT asset management program.
Stage 1:
Chaos
Stage 2: Reactiv
e
Stage 3: Proacti
ve
Stage 4: Optimiz
ation
• 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
Setting a Baseline for ChangeYour 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
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
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