- TAG IT
- SCAN IT
- TRACK IT
Asset management at EWU was fragmented, manual, and prone to human error. Departments relied on spreadsheets and handwritten logs to track high-value equipment—without barcodes, centralized visibility, or audit-ready records. The result: duplicate purchases, inaccurate inventory reports, and increased risk of asset loss.
For an under-resourced HBCU, those inefficiencies carried real financial consequences. Lost or mismanaged equipment created audit headaches and undermined operational stability. Staff needed a way to eliminate guesswork, reduce errors, and confidently track assets across the institution.
During a comprehensive review of campus operations, EWU identified AssetCloud as the right fit. The university chose the platform for its simplicity, scalability, and affordability, an essential combination for a lean institution balancing modern demands with limited resources.
“We chose AssetCloud because it offered a cloud-based, intuitive platform at an accessible price point for our institution,” said J. Allen Walker, Executive Director of Digital Transformation at EWU. “Its ability to scale, integrate barcoding, and support mobile access aligned with our needs and staffing limitations.”
AssetCloud replaced paper logs and spreadsheets with software automation and a mobile app that enables tracking anywhere on campus. It helped centralize oversight, eliminate human error, and give departments a shared, reliable system for asset management.
The university also now has better tools to demonstrate funding support, associating assets with specific grants or Title III funds, tracking usage, and producing audit-ready reports quickly and accurately. This capability strengthens their ability to pass audits and secure ongoing funding.
“We see AssetCloud as a strategic investment in safeguarding our limited resources,” said Walker. “As we grow, having a reliable system to manage assets is vital, and we appreciate Wasp’s support in helping institutions like ours implement industry best practices.”
AssetCloud also supports modern learning environments with check-in/check-out capabilities, due date tracking, and asset history. With notifications and clear visibility into who has what, and when, departments can proactively manage technology and tools.
EWU now saves an estimated 15 staff hours each week and $5,000 annually by reducing avoidable losses and inefficiencies. Those savings are expected to grow as adoption spreads across campus.
Five departments currently use AssetCloud: IT Services, Facilities Management, Academic Affairs, Athletics, and Campus Security. They manage a wide range of assets including laptops, classroom tech, furniture, maintenance tools, athletic gear, and surveillance equipment, all in one place.
With over 25 active users and one centralized tracking site, the university is on track to expand its inventory to over 10,000 assets. AssetCloud has improved visibility, accountability, and utilization, helping staff spend less time chasing inventory and more time focused on education.
“We now have clearer insight into inventory levels and can proactively manage equipment lifecycles,” said Walker. “AssetCloud is a smart, scalable solution—especially for under-resourced institutions like ours. It has strengthened our operational integrity while remaining affordable and easy to implement.”
© 2025 Copyright: Wasp Barcode Technologies