We realize the need for a proper Asset Management System (AMS) once or twice a year. Every May, we take on 130-200 new laptops, and the first realization hits. The second realization occurs every three years when we manage 200 new laptops and receive about 70 faculty laptops back. Whether for students or staff, we need to treat all laptops the same. We need to know who has the laptop, its location, whether it’s out for service, with an end user, in the loaner pool, or sitting on my desk at home.
To date, Jack has done a great job tracking the loaner pool and service laptops on a spreadsheet. This system works well for him, but for me, it’s a nightmare. Not because it isn’t done right, but because I never know where the spreadsheet is. Additionally, we lack comprehensive tracking for all other laptops on campus. Our Microsoft Admin Portal offers limited insights. We need a better system, and that’s where a proper AMS comes into play.
I’ve been exploring AMS options for a few years now. Initially, I tried using SpiceWorks and SnipIT, but both free platforms didn’t quite meet our needs. Last fall, I decided it was time to find the right system. After extensive research, I discovered that many free systems lacked necessary features, while paid systems offered too much. I reached out to the Tech Director of Lake Washington School District (LWSD) because of their robust classroom tech and district-issued laptops. Their needs are similar to ours, so it made sense to consult them.
Ironically, LWSD was using Follett Destiny, the same software we use for Library Management. Follett has an asset management module called Resource Manager, which seamlessly integrates with our existing system. The only catch was upgrading to the latest software version and moving to the cloud. This upgrade was beneficial as it would free up local resources and provide us with the latest features.
In late December, I decided that Follett was the way to go. Working with Jannell and a Follett representative, we planned to implement the updated Library Manager and roll out Resource Manager during Mid-Winter break, a typical time for updates and upgrades.
However, Jannell’s departure in early January was a significant setback. Jannell and I were a team within a team, and deploying the AMS without her help seemed impossible. So, I postponed the project for a few months. Fortunately, Follett was accommodating and didn’t bill us immediately.
With Ellie joining the team in April, it became clear that she could assist with the implementation. We restarted the process with Follett, and by June, we successfully upgraded our Library Manager and deployed Resource Manager. Ellie has already entered all the new laptops (130) into the system, along with our loaner pool. Starting next year, we will be able to check out laptops as easily as checking out a book from the library. Moreover, we’ll be able to manage all our tech equipment, from keyboards and mice to projectors and smartboards, knowing exactly where everything is and its current state.