The Client

The Gananda Central School District is a public school district in New York State that serves approximately 1,200 students in the development of Gananda, which is in the towns of Macedon and Walworth in Wayne County with a staff of 122 and an annual budget of approximately $13 million.

The Challenge

Gananda CSD needed a better tracking system to centralize their IT Department’s equipment details – location, district ID number, and serial number. They were tasked with receiving all tech equipment, assigning each item a unique tag number, logging the information into an Excel spreadsheet, and sending the item to one of the district’s schools. Without clerical support, this manual process took technicians valuable hours to complete (at least eight hours per year) with considerable risk of data entry mistakes. Once sent to a school, each item became the responsibility of the school—until each year’s summer inventory.

Every year, the district would hire college students to conduct their manual inventory. As a pair, the students would move from building-to-building, room-to-room with a laptop and verify the tech equipment. This was a time-consuming and labor-intensive process. Each tech asset’s specifics (location, tag, and serial numbers) would be checked against the master Excel spreadsheet. One student would read the asset’s tag number while the other searched within the list. If the asset wasn’t shown in the correct room, the spreadsheet was sorted to find the item, and then its record was updated with the correct details. Not only was this process slow, it was incredibly confusing and vulnerable to mistakes. As a result, the district’s Technology Director, Brenda Lehman, said staff “never really felt like they had it right.”

Additionally, there wasn’t a way to hold anyone accountable for changes to the spreadsheet. Excel doesn’t track the person updating data; this significant limitation made it impossible to know who made specific edits.

Doubting the master spreadsheet made annual audits a time of increased anxiety. Auditors would arrive at the office, ask for an inventory list, randomly choose five tech assets, and ask to be shown those items. With the integrity of the spreadsheet in doubt, the only thought in Lehman’s mind, “I hope it’s there.”

The Solution

Lehman knew her department’s challenges had to be resolved with a cost effective product which also had to be easy to use, implement and maintain. She chose Wasp’s asset tracking software. Gananda’s IT department was taught (by a Wasp trainer in a customized, private training) how to effectively setup and use the system. They were able to easily import their current inventory from Excel. The software’s database centralized the IT Department’s asset data; allowing multiple users to access and update information in real-time. New assets are created by easily scanning two barcodes (the unique asset and serial numbers) using a Wasp mobile computer. Data entry errors are eliminated by scanning these barcodes and every addition, update, or change made by a user is recorded.

Yearly inventory is also completed using the Wasp mobile computer. This mobile scanning device allows the individual to select a location, quickly scan the asset barcodes within the room, perform immediate moves, and, ultimately, validate and update the asset database through this internal auditing process. Correctly recorded information ensures external auditors are provided with accurate reports and are able to locate any chosen item.

The Result

Wasp's asset management software has significantly reduced the number of hours Gananda CSD’s IT Department spends processing new tech equipment. When Lehman received 50 new Chromebooks, she added the assets using Wasp’s mobile computer in five minutes by simply scanning the district tag number and the Chromebook’s serial number. Previously, the task required two staff members and took at least an hour to complete. Throughout the year, the department completed this process for about 400 new assets and, with Wasp's asset management software, it took only 40 minutes—instead of eight hours. Lehman called this time saving process, “phenomenal.”

Even more significant is the decrease in time and money required to complete their summer inventory. Instead of needing a pair of students, by using the mobile computer, only one individual is required—eliminating the cost of extra staff. Rather than taking four weeks to complete, the entire inventory was complete in one week. Additionally, when the student selected a room location, a list of assigned assets was displayed on the mobile scanner. As each asset’s barcode was scanned, the student was provided immediate feedback; the number would either be removed from the list or the student was prompted to move the asset. At the end of the entire process, reports were generated to show all discrepancies and movements of assets.

After completing their 2014 internal inventory, there were only two unaccounted for assets—a 99% accuracy rate. In previous years, there were between 15 to 20 missing assets; unfortunately, the IT Department wasn’t entirely certain whether those assets were truly missing or whether the item just wasn’t marked as found during the manual inventory process. Seeing this 90% reduction in unaccounted for items has given Lehman confidence in her data, and when auditors arrive at her door, she knows she’ll be able to provide them with accurate data. “That’s why I love it so much.”

Gananda’s next goal? To implement Wasp's asset management software in the district’s business office. They will use the software to track and calculate the depreciation of their fixed assets— ensuring accurate monetary records for both insurance and tax purposes.

Results Summary
75% reduction in staffing hours completing physical inventory of IT Department assets
Eliminated data entry errors by using the mobile computer
9% tracking accuracy: only two unaccounted assets (2014)
$3,500 annual savings performing summer inventory
Accurate and detailed reports provided to auditors