“We needed a new solution to bring us into the modern times,” said Matt Tyner, manager of textbook services. Other asset management challenges plaguing the district included a lack of system data, no automation, and low visibility over textbook inventory across its many campuses. “My predecessor had been here for 25 years, so when I came onboard in 2011 it was definitely time to automate and streamline these largely manual processes.”
After putting out a request for proposal (RFP) that attracted bids from two different software vendors, Dallas ISD decided to implement a textbook inventory management solution from Hayes Software Systems. Key criteria included a system that would provide the district with real-time data and that would offer a district-wide platform that all parties could use via any internet-enabled device or computer. “We needed something that would replace the phone calls we were getting on every single issue and question,” said Tyner.
Functional capabilities
Dallas ISD’s textbook inventory management solution handles functions like the requisition of instructional materials, the return of instructional materials to the warehouse, campus textbook inventory, a repository for lost and used books, and an easy way to transfer materials among campuses. All of the activities take place online and can be access 24/7 on an as-needed basis.
According to Tyner, the system has helped the district improve its inventory tracking and real-time accountability — two things that were largely handled on a manual basis before 2011. “Our teachers and principals really had to jump through hoops to find their books, write up their orders, fax them in, and then monitor the order progress,” said Tyner. “This is just a much simpler way to get all of that done.”
To districts that are struggling to get a handle on their school-owned assets, Harkin said the first step is simply admitting that this is one of the “hidden issues” that isn’t always talked about or discussed — but it does exist and can be both expensive and time consuming. “If you really want to be responsible with your textbooks, you have to admit that you have a problem and that you’re willing to tackle it collectively,” she said. “It may require an initial investment in time and money, but if you keep ignoring the problem it’s only going to get worse.”
Bridget McCrea is a contributing writer for eSchool News.
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