school asset tracking

Does your school have Money to Burn?

Money to burn

I am sure that your School does not have ‘Money to Burn’, and having a robust but simple ‘Asset Management Policy’ in place will help to ensure you get best value from your assets and Service Level Agreements whilst saving your school significant time and money over the course of the school year, each and every year.

Managing your assets effectively gives you , your Leadership Team and Governors the maximum level of financial control and oversight and lets you know the all important “who, what, where and when” associated with every asset AND once implemented will allow you to produce audit and financial reports at the click of a button. Having an adequate Asset Management Policy will also ensure that you are compliant with with the relevant statutory requirements imposed on you, regardless of the status of your school.

So what should a robust Asset Management Policy contain?

To follow is our basic ten point guide;

1. Who is ultimately responsible? – Assign an Asset manager but ensure that others are also fully aware of the policy.

2. What do you have? – List everything whether it is owned, leased, borrowed or lent.

3. What is it? – Provide sufficient information on assets so that everyone can identify them.

4. Where is it? – Is it in a fixed location?; is it mobile?; does it belong to a department or faculty?

5. Who has it? – If a member of staff is responsible for the asset then ensure the asset record identifies this.

6. How secure is the asset? – Can you identify it? Does it have a unique barcode or label?

7. What is it worth? – Do you know the purchase price, supplier and current value?

8. What about maintenance and compliance? – Can you quickly determine when checks, Appliance Testing (PAT), inspections and calibration requires and view historic information?

9. Audit and report - Do you have the ability to undertake regular and accurate audits, produce reports and record faults to determine life cycle management?

10. Evaluate and Evolve – regularly evaluate your policy and ensure it remains dynamic.

iSchoolAudit  and iWorkAudit deliver ALL of the above in one simple software solution once the initial set-up is complete. Your Asset Management Policy would then be in place and more importantly, you can demonstrate this fact to any third party.

But it will cost to much to implement! We haven’t go the time! fear not, we can provide a software license AND undertake a full site audit of your assets for LESS than the price of a new desktop  computer! *

If you have any questions, would like any additional information, or would like to arrange an in-person or on-line demonstration then please either give me a call on 01772 284599 or email me at jmakepeace@smartauditltd.com

#SimpleSmartEffective

* Primary Schools only

New iSchoolAudit school in Nottingham

The best time to carry our a school audit is usually when the kids are not in. You’re able to cover more ground in a day and more importantly audit more items!

I’ve not met a school manager or bursar that enjoys keeping track of assets in a school, keeping records of PC’s, digital cameras, tables and chairs is not everyone’s cup of tea. Luckley I quite enjoy the job and seeing all the photo’s of the assets on ischoolaudit at the end of a audit day is very satisfying.

My colleague Paul and myself were booked in on the 3rd Jan to carry out an audit at a primary school in Nottingham. The alarm clock was set early at 5:30, we arrange a rendezvous point so we could travel together. Weather wise it was awful but we made good time and arrived onsite for 8:30. The School Manager was very friendly and had the school map all ready for us plus a cup of tea which is always a treat!

The first job is to label all the room locations with a QR code so when staff want to carry out a location audit in the future they just scan the QR code using an iPad or any smart device and ischoolaudit will tell them what should be in the room or location.

The next job is to label and record all the details of the  assets in school. We even took a photo of every item so the school would have evidence that the item existed plus they could monitor wear and tear.

Paul and myself used iPhones to carry out the work on 3G but between us we managed to record nearly 300 in a day. The school were really happy with the results and it took the hastle away from the school manager. No more spreadsheets to update!

The journey home was very wet but we made if back in one piece!