Asset Management Concerns
- Managing and securing classroom technology assets has become a challenging task for educational institutions across the country. The sheer volume and rising cost of technology, coupled with equipment management requirements, has prompted universities to seek out effective, yet economical ways to administer and secure classroom equipment.
NetLinx and MeetingManager pay for themselves because of the reduction in time and resources, as well as the number of potential thefts being prevented.
- What might seem like minor technical glitches in the classroom can turn into monumental problems over time and have a profound effect on professor and student performance in the classroom. For example, changing a light bulb in your home is a relatively minor task, but when a classroom projector lamp goes out, professor and student learning time is compromised. The time it takes for the professor to notify a technician and have that person change the lamp can take up valuable classroom time.
- Also of concern to classroom technology departments today is theft of equipment. A variety of theft prevention methods are used, including electronic cable alarms, tamper-proof screws and stand-alone room theft systems. However, if the appropriate person to respond to alarms is not in the area, these devices are often rendered ineffective. In addition, these types of theft prevention devices do not track security breach patterns.
Million Dollar Investment
- The University of Minnesota has struggled with each of these issues relating to managing and securing technology assets. Solving these issues became ever more important when the University's Office of Classroom Management implemented a $7 million program to bring advanced data-projection capability to 300 classrooms in 63 buildings. The challenge: installing easy-to-use systems, while reducing maintenance costs and improving classroom up-time.
- Having an organized reporting structure for this type of usage data would assist Minnesota's staff in making equipment purchasing decisions and in managing life-cycle equipment maintenance and replacement.
- Minnesota considered setting up a server and developing a software program that would monitor classroom equipment and provide data on usage, problems, failure and theft, all controlled from a central help desk.
AMX Solution
- Before beginning the arduous task of developing a program in-house, Minnesota learned about a software solution from AMX® that contained all the needed functionality. Minnesota was familiar with AMX because the University uses the company's NetLinx® control processor to control classroom equipment, monitor equipment maintenance and send data to system administrators.
MeetingManager™
- But the University also needed a way to interpret the data and create reports to better understand how the equipment is used, and to know immediately when equipment problems occur so they can be promptly corrected. Minnesota also wanted system administrators to be notified via an online method when a potential equipment theft was in progress. For these functions, Minnesota purchased MeetingManager, an AMX software application.
- MeetingManager has proven extremely useful, because it finds problems with classroom audio and video equipment and notifies system administrators of these issues before they become problems for the instructor. MeetingManager minimizes classroom down time, saving Minnesota time and resources.
Test Run
- Minnesota had been paying students to go to each classroom weekly and test the equipment in the room, but it was looking for something more cost-effective and timely. With MeetingManager, system administrators know immediately when the network has gone off-line, or when equipment such as computers, DVD players and document cameras are malfunctioning. The software also keeps track of lamp life so that system administrators are notified before lamps die.
- Minnesota originally focused on the need to monitor rooms to keep up with equipment problems, but it was also impressed with MeetingManager's reporting capabilities. The school receives valuable usage data, such as how much time various media devices are being used, how often lamps need changing and which equipment needs attention. This proves useful for technology planning, operations and management.
- Where asset management and security remain a high priority, MeetingManager provides greater efficiencies and improved response times. MeetingManager can detect instantly if a device has been disconnected without authorization and notify security of a possible theft in progress, helping protect Minnesota's significant investment in high-end presentation electronics and control technology.
ROI 10-Fold
- Both NetLinx and MeetingManager pay for themselves because of the reduction in time and resources, as well as the number of potential thefts being prevented. Minnesota found the technology solutions they deployed so effective that they are making the classroom presentation systems and management technology support available to other institutions. Universities and K-12 classroom applications hold promise for positive pedagogical uses of technology.
- Monitoring, managing and securing classroom equipment are issues university departments are grappling with, but it is a manageable process. The University of Minnesota is confident that it has implemented innovative solutions to successfully and cost-effectively save time and resources, while protecting valuable technology assets.
