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Asset Tracking Case Study

Church gets IT assets on track with enhanced accountability

Filing system eats hours

As a not-for-profit organization, East Hill Church takes fiscal responsibility very seriously. Church staff must answer to the church council, which expects tracking of all assets that cost more than $100. In addition, staff members must receive approval from the church council on all capital expenditures greater than $1,000.

In the IT department, East Hill Church was tracking its assets manually, including 123 workstations, 14 servers and approximately 350 other items such as network printers, network switches and mobile phones that synchronize remotely with the e-mail server.

Using pen and paper, team members developed an elaborate – and time-consuming – filing system that was often misplaced or inaccurate. This made it nearly impossible to create the detailed reports the governing board requested regarding expenditures and capital depreciation. In addition, church staff wasted many hours searching for particular pieces equipment that had been deployed.

Tagging assets a scan at a time

In keeping with its frugal mentality, East Hill Church began searching for a low-cost method of more effectively managing its IT assets. Bill Meixner, the church’s IT manager, discovered Wasp MobileAsset.

This solution enables organizations to automate processes that until now have been undertaken manually – or not at all. Wasp MobileAsset provides unprecedented capabilities for automated asset management, which includes capturing, managing, viewing, reporting and tracking company assets.

Using MobileAsset, East Hill Church printed and affixed barcodes to each piece of equipment that needed to be tracked. A process was developed so that, when new equipment is purchased, it now is brought into a central location for tagging and data entry into the system.

Creating unprecedented accountability

With MobileAsset in place, the IT department saves significant time while more accurately tracking its IT assets. “Over the course of the first year, we easily saved more than 240 man hours,” Meixner said. “That time can be better spent on more valuable activities that advance our church’s mission.”

When the church council requests detailed asset information, Meixner now can create detailed reports at the touch of a button. Plus, he can guarantee that the data contained in those reports is highly accurate.

In addition, assets in the Wasp database can be designated as end-of-life units. Meixner can rely on MobileAsset to see how many of a particular asset type have been retired or purchased over a set time period.

“At budgeting time, this insight makes a big difference,” Meixner said. “We can make better decisions about spending our valuable resources, ensuring that our members’ offerings are directed toward purchasing equipment that is truly needed.”

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