Databus Issue: 2003 3 07/15/2003
Managing technology to reduce total cost of ownership and secure assets
Kinza Msadek Product Manager
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Parents and students are increasingly insisting that classrooms have access to the latest technology. Education institutions are responding by devoting more financial and human resources.
However, just like in business, schools need to prove that money spent on technology is justifiable. Demonstrating fiscal responsibility also assists schools when pursuing ongoing or additional government funding.
When a school district purchases computers or installs a network, what kind of costs are actually incurred – up front and year-over-year -- to keep technology working and to effectively manage the investment?
In the case of a school district and its technology, total cost of ownership (TCO) means all the expenses associated with deploying, maintaining and troubleshooting personal computers, servers and software. Once computers are purchased and a network infrastructure is installed, school administrators must be prepared for a number of expenses associated with supporting a computer network, managing software applications and providing training to teachers and staff.
Ongoing computer expenses that schools need to consider include the additional cost of physical security, upgrades, software licenses, network and data security and more.
To minimize TCO, administrators should be able to easily and accurately track and secure computer systems, whether those systems are in school, part of a ‘laptop cart’ program or on the road. Many schools have turned to computer security and asset management solutions to help automate the process. These tools improve inventory management and ensure student and staff computers are secure and locatable, sensitive data is protected and network resources are safeguarded.
Computer security and asset management solutions help address the following areas and assist in reducing TCO:
Physical security – Computers represent a significant investment in hardware. That investment can be protected from loss and theft with a number of physical security measures, such as locks, cables or software tracking devices. Rick Bauer, CIO of the Hill School, says that he uses a computer tracking and loss-control solution complemented by an education program on how best to protect notebook PCs to gain control of his school’s computer population.
Replacement costs – With the rapid changes that occur with computer technology, districts must plan for regular upgrades and retirements. Managing those changes can be costly, possibly involving manual, time-consuming visits to each teacher and student. An asset tracking and inventory management tool can help schools accurately plan and budget for individual or school-wide upgrades or for machine retirement.
Software licenses – A growing concern for districts, license management has important financial implications. Over-deployment may mean significant financial penalties (and possible jail time), while under-deployment means investments are not maximized. Steve Eisenberg, director of technology for Episcopal High in Houston, Texas says he takes software license compliance very seriously. “We sell the machines to the kids, but all the software is paid for and licensed by the school. Microsoft can be quite strict, so it’s important that we keep a close eye on software license usage and compliance to license contracts,” he says. By investing in an asset management solution, schools such as Episcopal High are better able to capitalize on their software investments.
Conclusion:
Budgeting effectively for technology means getting computers into the classroom and keeping track of the machines and what’s on them. By better understanding the TCO associated with technology decisions and by proactively tracking and securing computer systems, education institutions can better protect their technology investments and optimize productivity.
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KEEPING TRACK OF SOFTWARE LICENSES – Capitalize on your software investments by monitoring software license use and compliance to license contracts with an asset tracking program.
