Synopsis
A large university with multiple campuses needed better oversight of its physical assets such as laboratory equipment, AV gear, and computing hardware. DaCentric Technologies deployed an Asset & License Management System that enabled efficient tracking, scheduling, and maintenance of equipment with improved accountability.
Customer Background
The university managed several campuses with numerous lecture halls, laboratories, and event spaces. Each department maintained its own asset records manually, leading to inconsistencies, misplaced equipment, and underutilization of valuable resources. Maintenance operations were poorly scheduled, resulting in frequent breakdowns and downtime.
Challenges
The university faced significant operational inefficiencies due to manual tracking of equipment. Departments had no visibility into the assets owned by other divisions, which led to unnecessary purchases and budget overruns. Lost or misplaced items were common, and when equipment required maintenance, there was no systematic process to schedule or record it. The lack of a centralized tracking mechanism made it difficult for administrators to know the real-time status of assets or identify underused inventory. Furthermore, accountability was unclear, as there was no record of which staff member or department was responsible for a particular asset. This fragmented management system resulted in wasted resources, operational delays, and frustration among faculty and staff.
Our Solution
To solve these issues, DaCentric Technologies implemented a robust Asset & License Management System that digitized the university's asset operations across all campuses. The system introduced structured check-in and check-out workflows, ensuring every piece of equipment was logged and traceable. Administrators could now monitor assets in real time through an interactive dashboard that displayed equipment status, overdue returns, and usage trends. Automated alerts were configured for scheduled maintenance, license renewals, and calibration reminders, ensuring proactive management. Additionally, Single Sign-On (SSO) integration allowed staff and students to access the system securely with their institutional credentials, simplifying user access and ensuring accountability. By improving visibility, coordination, and compliance, the solution significantly reduced equipment loss, optimized utilization, and built greater trust within departments.
Results & Benefits
| Outcome | Impact |
|---|---|
| Accountability | Clear records of asset allocation and usage across campuses |
| Cost Savings | Reduced redundant purchases through optimized inventory use |
| Maintenance | Fewer breakdowns due to scheduled upkeep |
| Visibility | Real-time awareness of assets institution-wide |
| Reputation | Departments operated more efficiently with fewer complaints |
Conclusion
The asset tracking and management solution enabled the university to operate more efficiently and transparently. It improved resource utilization, cut costs, and enhanced departmental performance and trust.