Thriving Beyond ESSER: Smart Strategies for Funding and IT Asset Management 

As school districts navigate the complex landscape following the expiration of ESSER funds, technology leaders face unprecedented challenges. From sustaining technology investments to optimizing inventory management, districts must be proactive to ensure long-term success. This guide distills insights from education technology leaders shared during a recent panel at the TCEA Convention in Austin, Texas, offering actionable best practices for managing post-ESSER funding and effective inventory practices. 

Here were the key takeaways from the discussion:

1. Understand the Impact of Post-ESSER Funding in Your District. 

ESSER funds have played a major role in supporting technology purchases, staffing, and educational programs. Now, districts must shift their focus from rapid technology expansion to sustainability. The key question is how to maintain the devices, programs, and personnel funded by ESSER while identifying new funding sources and optimizing existing budgets. This transition means districts will need to think strategically, creatively manage resources, and collaborate across departments. 

Key Considerations:

• Identify which programs and technologies were ESSER-funded: Compile an inventory of ESSER-funded initiatives, including technology, staff, and programs. Prioritize based on usage and impact to assess long-term value. 

• Assess sustainability plans and potential budget reallocations: Identify critical ESSER-funded programs, review budgets for cost-saving opportunities, and explore alternative funding like state grants, local bonds, and partnerships. 

• Engage finance departments early to align on fiscal strategies: Engage finance teams early to align on technology needs and budgets. Use data-driven cost projections and multi-year strategies to secure ongoing investment. 

“With ESSER funds, we mainly used them for personnel for tutoring, but we did buy a lot of technology as well. Now, the question is how to sustain that.”

Cary Owens, Abilene ISD

2. Employ Proactive Inventory Management Strategies. 

Keeping track of your technology inventory is key to staying on budget and avoiding surprises. Regular audits help you know exactly what you have, where it is, and what condition it’s in. One best practice to consider is conducting a full inventory check once a year, with quarterly spot-checks led by campus staff. This keeps data accurate, helps catch issues early, and prevents major losses or budget shortfalls. 

Best Practices: 

• Conduct annual district-wide inventory audits with quarterly check-ins: Schedule regular district-wide audits with quarterly check-ins to verify asset accuracy, reconcile databases, and catch discrepancies early. 

• Use technology to integrate asset data for real-time tracking: Use asset management software integrated with district systems like MDM and SIS for real-time tracking of device status, location, and usage, enabling quick updates and data-driven decisions. 

• Implement staff-run audits to foster ownership and accountability: Enable campus staff, including administrators and IT support, to conduct regular technology audits. This brings accountability and helps you ensure proper device management district-wide. 

“We do a yearly inventory, but we also encourage campus administration to run tech checks every quarter or so, to check for any device damage. We’re also trying to create a digital footprint where we don’t have to physically collect devices. Instead, we’re comparing data: Is that IP address an internal Northside IP address? Is the right student logging into the machine? Is it the correct device that’s supposed to be at that campus?”

Eric Laszakovits, Northside ISD

3. Get Your People on Board. 

Managing technology effectively is more than just an IT responsibility. One key aspect is keeping finance leaders informed about technology needs. Be transparent, with clear communication about the number of devices needing replacement, their costs, and the potential risks of outdated equipment. Showing clear data and maintaining open discussions will help lead to informed decisions that align with both financial and operational priorities. 

Tips for Gaining Support: 

• Present data-driven reports to finance leaders showcasing technology needs: Create concise reports with key metrics like device lifecycle, usage, and costs. Use visuals to highlight trends and cost savings, linking technology performance to student outcomes for stronger funding support. 

• Highlight security risks associated with outdated devices to underscore urgency: Emphasize the cybersecurity risks of outdated technology, like malware vulnerabilities, unsupported security patches, and compliance issues. Use real-world cases to stress the urgency – they’re not hard to find. 

• Use success stories and pilot programs to demonstrate value: Show how technology investments have improved engagement, reduced downtime, or saved costs. Include quotes or stories from teachers and staff to build credibility. 

“It’s mainly about being honest with [Finance], letting them know the number of devices that will have to be replaced within a certain timeframe, and letting them decide what they want to do with that.”

Cary Owens, Abilene ISD

4. Extend Device Lifecycles. 

With limited new funding, extending the life of existing devices is crucial. Think creatively! Mitch Davis of Ector County ISD noted, “We’ve shifted into doing in-house repairs with our 18+ special education students. That gives them life skills and a routine. It’s beneficial for both us and the students.” 

Lifecycle Management Recommendations: 

• Establish in-house repair programs to reduce costs: Consider forming an in-house repair team with IT staff, technology students, or volunteers to cut third-party costs, speed up repairs, and offer student learning opportunities. Standardize how you diagnose, repair, and track issues. 

• Regularly update software to extend device usability: Keep devices updated with the latest operating systems, software versions, and security patches to improve performance, security, and longevity. Automate updates and schedule regular audits to ensure compliance. 

• Explore buyback programs and local resale opportunities to recoup value: Partner with buyback vendors for credits or discounts on new equipment. Consider local resale programs for refurbished devices to generate revenue and reduce e-waste. Always wipe devices to ensure data security. 

“We’re starting to shift toward doing a storefront with our 18+ students. Our Finance department is working to put a policy in place that allows us to sell devices locally, as long as the branding is removed and the device is off our system. We’re hoping that in the next few years, our freshman class, the first true one-to-one class with us, will be able to buy back their devices when they graduate at a discounted price. That way, we can collect some money back, and there’s buy-in for students to actually take care of their devices over four years in high school.”

Mitch Davis, Ector County ISD

5. Ensure Accountability for Technology Use. 

Accountability can be a challenge. One strategy districts have found helpful is tying accountability to tangible outcomes, such as financial responsibility for lost or damaged items. For example, when campuses are required to cover the cost of missing equipment like chargers, it encourages both staff and students to be more mindful about device care. Additionally, creating clear policies, setting expectations early, and involving school leadership in enforcement can significantly improve accountability across the board. 

Strategies to Enhance Accountability: 

• Issue distribution receipts outlining device costs and responsibilities: Create standardized receipts listing assigned devices, accessories, costs, and responsibilities. Include terms of use and require students and parents to sign and consent to the terms. 

• Use data analytics to track device usage: Analytics in asset management systems can help you track device activity, spot irregularities, and address issues proactively. 

• Encourage parental involvement to increase student accountability: Keep parents informed about their child’s device use. This increases engagement and reinforces student accountability. 

“Parents get an email when a device is issued and when it’s collected, but that doesn’t mean there’s engagement. Usually, the engagement comes when a campus administrator holds the student accountable.”

Eric Laszakovits, Northside ISD

Navigating the post-ESSER era requires a strategic, data-driven approach to technology and inventory management. Relationships are important as well. Building strong connections across departments and campuses, with vendors, and within the wider education community promotes collaboration, resource-sharing, and fresh perspectives. When district leaders, IT staff, and finance teams maintain open communication, it’s easier to solve challenges together. As Mitch Davis put it, “Venture out, make relationships. Just hearing people out has been huge for our district.”