Benefits of managing school assets with asset management software

The Benefits of Managing School Assets with School Asset Management


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Managing school assets with an effective asset management solution can be essential in a sector that is so financially focused such as education.

Last year, the BBC reported that one in five teachers are independently managing school assets and paying for these classroom resources using their own money.

Even after the recent Budget 2020 announcement, which includes a cash injection for arts activities in secondary schools and PE in primary schools, one thing is clear. Some schools are still struggling financially and would benefit from being able to free up spending in some areas.

This article explains why managing school assets can be vital to working within school budgets and breaks down the benefits of asset management to enhance the educational setting for all students.

Managing School Assets Enables Greater Visibility

Schools typically have hundreds, even thousands of educational assets that have a crucial impact on children’s learning. These range from consumables, such as stationery and textbooks, to tablets, whiteboards, and other IT equipment, right through to classroom furniture.

Let’s consider Education Technology (EdTech). The use of EdTech is on the rise, though many schools are yet to realise its potential, because of budget restraints, inadequate infrastructure and a lack of time and training. That said, EdTech is making its way into classrooms through digital devices, virtual reality and robotics. EdTech equipment isn’t cheap, so it’s crucial to track and manage it properly.

Soft assets, such as software licences, are an asset type that can be often overlooked. A school asset management system can help you keep track of licenses, so you can renew, reassign or dispose of them when necessary. Then there are also facility-based assets, which are needed to keep the school operational, such as heating, plumbing and lighting.

School asset management software can help school managers and administrators to understand where each piece of equipment or resource is located at all times. In turn, this can also help teachers to utilise the assets they need when they need them.

For example, imagine a primary school is putting on a play. The teachers need laptops, microphones, a sound system and a whiteboard to enable the performance to run smoothly. After months of rehearsals, there could be many disappointed kids and parents if a piece of equipment didn’t work or suddenly went missing.

But, by implementing school asset management, organisers can effectively avoid this type of situation from occurring. They would be able to track the whereabouts of all necessary assets before the start of the performance, to make sure they’re available for use and in working order.

Allows Schools to Collect More Accurate Asset Data

All schools have a responsibility to carry out auditing processes for key stakeholders, such as governors, and in the case of state-maintained schools, the government.

The Schools Financial Value Standard (SFVS) is what schools must comply with to achieve good financial health and show they are managing resources effectively. Academies, in particular, need to account for assets with capital values of between £500 and £1,000.

Asset management can help school managers to understand the lifecycle of their educational assets, from purchase, or lease, right through to disposal. It also helps make auditing and reporting more straightforward. They are able to quickly retrieve data on school asset values such as depreciation values, asset disposal procedures, PAT testing evidence and more.

Managing School Assets Allows for Better Inventory Management

As well as effective asset tracking, effective school asset management can help administrators and staff manage their inventory and save money in the process. Wolverley C of E School is benefiting in this way. By using asset management software, Wolverley C of E can now check stock levels to see what is being under-utilised before purchasing new equipment.

They can also track how often kit is being used to avoid over-ordering.

Inventory management and asset tracking go hand in hand. School assets can be tracked using barcodes or QR codes. You can also see which members of staff have access to specific equipment by using a check-in and check-out system. This process can also help to reduce the risk of assets being lost or stolen.

Makes it Easy to Produce a Maintenance and Repair Schedule for School Assets

Breakages and faults not only interfere with day-to-day operations but they can also severely impact the school budget. Unplanned problems, in particular, are both disruptive and challenging.

Read more: Analysing the Asset Life Cycle From Planning to Disposal

Many school asset management systems have built-in maintenance modules. This is where staff can log issues with equipment and resources as soon as they arise. This can help to reduce the number of reactive repairs needed. By reviewing past service history on assets, managers can plan for preventative maintenance before a catastrophic failure takes place.

Planning ahead like this can help to minimise disruption caused by faulty equipment, reduce costs caused by maintenance issues and keep the school environment safe and productive for students.

6 Other Benefits of Managing School Assets

  1. Effective asset management

    Managers and administrators can reliably monitor each asset’s whereabouts and performance in a centralised, cloud-based asset register.

  2. Improved inventory management

    Schools can make better buying decisions by having accurate asset tracking data at their disposal.

  3. Better asset availability

    Teachers won’t have to put up with equipment not being available when needed. Instead, they can use a check-in and check-out system as part of asset management.

  4. Allows for preventative maintenance

    Issues and faults with equipment can be logged immediately. Being able to look up past history can help to decide whether to repair or replace items.

  5. A greater conducive learning environment

    Fewer asset-related problems equate to less disruption and a more seamless learning experience for students.

  6. Reduced costs

    All of these asset management benefits contribute to the goal of saving money. Managers can make sure assets offer true value to the school and instantly produce the data to back this up.

Before choosing asset management software for your school, be sure to get buy-in from the school leadership team and governors. It may help to put together an asset management policy that covers what the process will aim to deliver. You should also decide how it will align with the school’s financial objectives.

Also, don’t forget to highlight the benefits of a computerised asset management system, as detailed above.

Then, when you have approval, the next step is to start comparing asset management software options.

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