How Warwickshire College Automates Its IT Inventory Audit

Updated: Dec 31, 2019

With over 18,500 students and 1,700 staff needing support for both administration and learning facilities, Warwickshire College Information Services has a significant number of IT assets that have to be controlled across multiple sites. Historically, systems used to audit assets were time-consuming and, the College felt, not always accurate.

The College has made significant investments to support courses and apprenticeships in technology-led trades and recently invested in an additional 1,200 PCs for students.

To help improve the control of their IT assets, Warwickshire College decided to introduce electronic tagging for IT assets. They chose CoreRFID to work with them on the selection and supply of the right technology and applications to deliver their solution.

Warwickshire College is one of the largest colleges of further and higher education in the Midlands region. Spread over six centers with 1,700 staff and 18,500 students the college offers over 2,000 courses every year in a wide range of subjects.

The College started life in 1996 when Mid-Warwickshire College in Leamington and the Moreton Morrell Centre merged. Mergers with Rugby College, Henley-in-Arden College with their specialisms in sport, fashion, textiles and hair and beauty, and then in August 2007 with Pershore College, Centre of Horticultural Excellence, created a further education institute spreading across two counties. Now, Warwickshire College is the largest provider of apprenticeship training in the West Midlands with more than 1,100 apprentices each year in more than 30 subject areas, covering trades such as photo imaging, food manufacturing, and health and social care. In common with other colleges, Warwickshire College has the twin problems of controlling the IT assets used by its administrative staff and those used by students.

In addition, the College has a large number of items of audiovisual equipment, especially those units used in the College's newly extended Leamington center where technology is used to promote entrepreneurial skills.

The College's original system for managing IT assets was – like those of many other organizations – based on printed labels stuck on to equipment. Serial numbers from labels were transcribed manually to spreadsheets creating a record of what equipment was where in the college. Inevitably the audit process of checking labels and updating spreadsheets was both time consuming and prone to error, causing unnecessary costs and providing inaccurate information on the whereabouts of assets.