Asset Management Software for Schools

Ensure availability and usability of your school assets with the implementation of an effective school asset management software.

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Make sure you choose the right software solution for your primary or secondary school needs with our Buyer’s Guide to School Asset Management Software.

Implementing asset management in schools enables you, as a school manager, administrator, or teacher, to ensure the availability of assets to each student and member of staff. By choosing the right asset management tool for your primary or secondary school, you will be able to maximise the usability of key assets that are crucial for day-to-day operations.

With so many different software solutions on the market, it may be difficult for you to choose the best option for your school. But with our informative guide to asset management in schools, we can help you make the right choice.

Table of Contents

  1. 5 Key Asset Management Features for Your School

  2. Things to Consider Before Purchasing School Asset Management Software

  3. Top 5 Benefits of Implementing Asset Management in Schools

  4. A Quick Summary of What Asset Management Software Can Offer Your School

  5. Experts Guides to Using Asset Management in Schools

5 Key Asset Management Features for Your School

Below, we’ve highlighted five key features that appear in most school asset management solutions, including the most beneficial to school managers and administrators:

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Things to Consider Before Purchasing School Asset Management Software

Here are some key points to consider as you search for the right asset management software for your school:

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Top 5 Benefits of Implementing Asset Management in Schools

Here are a few benefits that you and your staff can take advantage of when choosing the right asset management tool for your school:

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A Quick Summary of What Asset Management Software Can Offer Your School

The purpose of implementing asset management software in primary and secondary schools is to:

With asset management software, schools are able to reduce spending on the replacement of lost or stolen assets. While also accurately tracking spending across all departments. And, with the UK Government funding £39 billion to the school budget for pupils aged 5-16¹, it is essential for schools to track their spending and not incur any unnecessary costs.

An effective management system also provides access to a comprehensive asset register for all educational personnel. This includes teachers, department heads, administrators, school managers and even local districts. The data highlighted by an asset register allows staff and students to know the location, condition, and quantity of each school asset.

An important part of keeping an educational institution running smoothly is making sure all critical assets are operating at maximum output. One way this can be achieved is with an effective maintenance and repair schedule. For example, by checking the correct data stored in the system, you’ll be able to know when the school bus needs a service, or when the computers in the IT department will be unavailable due to a software update.

In 2016/17, primary schools spent £41,780 on maintaining and operating their assets, while secondary schools averaged £172,560 over the same period². But by having a maintenance schedule in place, schools can reduce this expenditure and use the extra funds elsewhere.

¹UK Government funding £39bn to the schools
²Primary & secondary schools spending

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Experts Guides to Using Asset Management in Schools

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The Benefits of School Asset Management

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Why You Need to Upgrade Your School’s Asset Register Template

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Why It’s Time for a Digitalized School Inventory System

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The Many Advantages of Managing Your School Assets

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Frequently Asked Questions

1. Can tracking and tagging technology help track the attendance of pupils and visitors?

Introducing tracking technology and IoT-enabled devices into schools can help replace the time-consuming process of taking attendance. This task can end up costing teachers up to ten minutes at the beginning of every lesson. Instead of teachers manually taking count of their pupils, technology such as RFID and barcodes can be deployed.

For example, students can be given an RFID-enabled fob that they use with an RFID scanner. Scanners can be placed at the entrance to a classroom and send data straight to a system. The system then collects the attendance data and stores it. It can even send attendance data directly to SIMS.

As well as implementing tracking technology for student attendances, it can also be used to track visitors throughout school grounds. These visitors could be guests, parents, or education authorities such as OFSTED members. This can be achieved by using specific cards or fobs that include RFID, barcode, or even GPS technology. Visitors can scan their cards to access certain areas of the school, or can even have their location tracked by school managers throughout their visit.

2. Can the software be scaled to meet future demand for virtual classrooms and eLearning?

Most vendors that provide asset management for schools will enable a system that is scalable for future demand. This is most likely achievable through a payment package that offers extra storage and usage capabilities.

The extra storage is able to accommodate an influx of extra asset data that needs to be stored. It is also able to withstand the extra usage from students that wish to access a teacher’s virtual classroom, which can be put in place to encourage distance learning.

With a scalable system, teachers are also able to upload lesson plans via multimedia files such as videos. These files can then be accessed remotely by students to encourage eLearning.

3. Can teachers and students have mobile access to schools asset data?

Most software vendors now provide cloud-based asset management. This type of system means data can be accessed at any time by anyone and anywhere. This allows teachers, school managers, parents, and administrators to access the system via mobile devices. These mobile devices can be anything from smartphones, tablets, laptops, and desktop computers.

With easy access to data via a mobile device, cloud-based systems aren’t restricted to being used on school grounds only. It can be used by parents wanting to access their child’s schoolwork or teachers on a school trip. District authorities can also access it from their offices to track budget expenditure.

As part of the contract with a vendor, the system can be edited, updated and accessed at any time. This means teachers don’t have to wait for term time to upload lesson plans and review pupil attendance data; they can do it during school holidays periods as well.

4. Can a System Provide Checks and Alerts to Comply with Health & Safety Checks and DfE Guidelines?

A module alert system can be put in place to make sure all departments and facilities are obeying to the necessary checks. These tasks can be set up on a regular basis with a ‘check’ feature, reminding teachers to regularly review and complete tasks such as health & safety checks. This can also apply to make sure a department is complying to DfE guidelines and operating within the given budget.

A handy feature to help managers make sure staff are complying to these tasks is to configure an alert system. This will alert you when a task is set to be carried out and when it has been completed. Or even if it is overdue.

5. Is it Possible to Track Loaned Assets That Have Been Assigned to Staff & Students?

With the use of IoT-enabled devices, a school management system can collect essential data that can help track loaned assets. For example, a school library will use barcodes to track books that have been borrowed by students. Librarians can scan the unique barcode that is attached to a book and the system will generate data. This data can be the book title, the date and time of the loan, the student’s name who loaned the book, and which librarian who sanctioned the loan.

This type of tracking can also be applied to other assets and situations. For instance, a teacher may need to loan a school laptop to design a lesson plan from home. Or a PE teacher may need to loan some sports equipment to run weekend sports classes.

6. My school has Thousands of Assets That Need Importing into the Database. Is There a Quick Way to Collect This Data?

Having an asset management software solution implemented in your school helps to reduce costs and improve time management. But the time it takes to deploy a system can depend on the data that needs to be collected. For example, a school manager at a secondary school will want to input all asset data into one system. But this is going to require a lot of time and resources.

But most vendors have a solution that can make this process easier. Usually incurring an extra charge, vendors can provide trained staff to come to school grounds and help collect essential data. This not only frees up time for teachers, but it can also save a lot of time waiting for the system to be up-and-running.

But, if the school budget does not allow for this option, then vendors can provide training to school personnel. Having this training means teachers are familiar with the system and can collect and input data at a quicker rate.