Today's school can no longer do without functional audiovisual technology. School principals are often faced with a difficult situation: thanks to projects and gradual investment, schools have been able to equip themselves with modern technology, but it is gradually becoming obsolete and some equipment is going out of date, which always means complications in teaching and frustration for teachers. However, the school budget does not usually allow for a complete renewal of the equipment. Principals are left with no choice but to look for solutions on how to reasonably plan for gradual renewal with limited resources and keep the school technologically functional. But how to know when equipment needs to be replaced, repaired or upgraded? One effective tool to keep technology under control is an AV equipment audit.
Practical example: a larger primary school
In November, we carried out a detailed audit of AV technology at a school in South Bohemia. The school, which has over 600 pupils, has a total of 41 classrooms equipped with projectors and interactive whiteboards (39 classrooms with interactive whiteboard+projector setup, 2 classrooms with projector only). Together with the school principal, we went through all the facilities and divided them into five categories according to their condition:
- New projector (no intervention required): 0 devices
- So far in good condition, we continue to monitor the condition: 15 devices
- Lamp replacement needed: 18 devices
- Lamp replacement not helpful, equipment replacement required: 8 devices
- Not working: 0 devices
Audit recommendations
Based on the findings, we have developed a clear technology renewal plan for the school:
- Lamp replacement for 18 projectors - a planned operational investment over a period of months or a year.
- Replacement of the interactive whiteboards in 8 classrooms - we already recommend interactive displays to ensure a crisp and clear image without adjusting the projector. But we will discuss the specific parameters of replacement with the principal based on budget and current situation. This step should be implemented within the next two to three years.
This overview of the state of technology allows us to spread the cost of maintenance and renewal over time, minimizing the one-time burden on the school budget. Thus, the renewal of technology can be managed and systematic, rather than dealing with acute problems only when something suddenly fails at the least opportune time. In addition, the results of the audit provide the school with clear facts and concrete data on which the head teacher can rely when dealing with the principal. This can make it much easier to obtain support for planned investments.
To get a better idea of the investments that the school may have to make, here are some indicative examples of the costs of each step:
- Replacing the projector lamp: the cost of a new lamp is around CZK 4,000-8,000 depending on the type of projector. For school projectors, this is usually the most affordable solution, but the lamp has a limited lifespan.
- A complete projector replacement: a new ultra-short throw projector suitable for a school environment costs around 40,000 CZK. This step is suitable where lamp replacement is no longer effective and the projector no longer meets the technical quality requirements.
- Switching to interactive displays: A modern interactive display represents a higher one-off investment, typically 50,000-100,000 CZK per device. But nowadays, SMART displays can be purchased for up to 40,000! So you can fit into non-investment money. This technology offers higher image quality, ease of use and greater versatility in education. In addition, it does not require lamp replacement or complicated maintenance of the projection equipment.
Benefits of an AV audit
An AV audit is not only a tool for solving current problems, but also an important basis for long-term planning of the school's technological development. The results of the audit can guide the school in developing a technology sustainability strategy. What might this involve?
- An overview of the state of the equipment: the school principal is clear about which technologies need intervention and when.
- A regular maintenance and renewal plan: Instead of one-time costs for urgent replacements, the school can set a plan for when and where technology will be replaced on an ongoing basis. This will avoid "mass obsolescence" of equipment all at once.
- Gradual transition to more modern technology: The results of the audit can show the school where it makes sense to stay with projectors and where it is advantageous to switch to interactive displays. The transition will then take place gradually, according to financial possibilities.
- The basis for structured fundraising: Clearly compiled data on the state of the art can help a school when applying for grants or negotiating financial support with the funder. Funding from different sources (operational funds, projects, founder...) can be spread out, the moment an opportunity arises, a quick call, the school knows how to take advantage.
- Efficient budget planning: instead of sudden expenditures that put a strain on the budget, the school can better prepare for specific small investments in the coming years.
Why order an audit?
This customer is an example of a school we have worked with for over 20 years. Long-term care of AV equipment brings not only better control over the equipment and efficient use of the school's budget, but most importantly, smooth teaching and satisfaction for everyone involved. If you are thinking about a similar audit in your school, please do not hesitate to contact us. We will be happy to walk you through each classroom and prepare a customized plan.
