Managing and Securing Classroom Technology Assets
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.
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 g'es 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 is theft of equipment.
A variety of theft prevention methods are used, including electronic cable alarms,
tampe-proof screws, and standalone 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.
The University of Minnesota-Twin Cities has struggled with each of these issues
relating to managing and securing technology assets. Solving these prolems 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: installation of a system that
will reduce maintenance costs and improve classroom uptime.
At the University of Minnesota, the implementation of classroom technology
on this scale required improved tracking equipment usage and failure data. With
new and advanced classroom technology becoming essential, the university needed
to track the equipment being used, how often it was used, and what problems
occurred. Having an organized reporting structure for this type of usage data
would assist the staff in making equipment purchasing decisions and in managing
lifecycle equipment maintenance and replacement.
The university 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.
Before beginning the arduous task of developing a program in house, the university
learned about a software solution from AMX that contained all the needed functionality.
The university currently uses AMX’s NetLinx control processor to control
classroom equipment, monitor equipment maintenance, and send data to system
administrators.
It was necessary for the university to interpret the data and create reports
to better track how the equipment is used, and to know immediately when equipment
problems occur so they can be promptly corrected. The university also needed
a functionality that would notify the system administrators online when a potential
equipment theft is in progress.
AMX’s MeetingManager has proved 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. It reduces classroom
down time, saving time and resources.
The University of Minnesota-Twin Cities 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 the new system administrators
know immediately when the network has gone offline, or when equipment such as
computers, DVD players, and document cameras are malfunctioning. And as for
projector lamps, the software keeps track of lamp life so those system administrators
are notified before lamps die.
The university originally focused on the need to monitor rooms to keep up
with equipment problems, but also was impressed with the software’s reporting
capabilities. They receive 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, the system provides
greater efficiencies and improved response times. It can detect instantly if
a device has been disconnected without authorization and notify security of
a possible theft in progress, helping to protect significant investment in high-end
presentation electronics and control technology.
Both NetLinx and MeetingManager are cost effective because of the reduction
in time and resources, as well as the number of potential thefts being prevented.
The university found the technology solutions they deployed so effective that
they are making the classroom presentation systems and management technology
support available to other institutions. Monitoring, managing, and securing
classroom equipment are issues university departments are grappling with, but
it’s a manageable process. The University of Minnesota-Twin Cities is
confident that it has implemented an innovative answer to successfully and cost-effectively
save time and resources, while protecting valuable technology assets.