Schools manage millions of dollars in assets — computers, furniture, vehicles, Smart Boards, and buildings — yet most track them in a paper register or a basic spreadsheet. AST-900 provides a structured digital register covering the full asset lifecycle from procurement to disposal, fully accessible offline for annual audits and inspector visits.
AST-900 organises school assets into six main categories — each with its own sub-types, fields, and depreciation rules.
Every asset moves through stages from the day it arrives at the school gate to the day it is written off. AST-900 tracks every stage with dates, responsible persons, and documentation.
Record the supplier, purchase order number, invoice amount, date of delivery, and warranty period. Attach a scanned copy of the purchase invoice. Each asset receives a unique AST number automatically.
Assign each asset to a location (classroom, office, lab) and a responsible person. For ICT equipment, record the serial number, MAC address, and installed software. For vehicles, record the registration number and chassis number.
Log every service, repair, and calibration event with date, service provider, work done, cost, and next service date. AST-900 automatically flags assets with overdue service schedules on the dashboard.
Annual condition assessment: each asset is rated Good, Fair, Needs Repair, or Write-off. Condition history is retained — showing how an asset's condition has changed over its lifetime.
Record disposal method: Sold (with buyer and amount), Donated, Stolen (with police report number), Condemned, or Written Off. Disposal requires dual authorisation — Headmaster and Board Chairperson — providing governance accountability.
As Zimbabwean schools acquire more technology, detailed ICT tracking becomes essential for security, maintenance planning, and EMIS reporting to the Ministry.
Serial number, make and model, operating system, RAM, storage, and screen size. Track allocated user (student or teacher), location, and purchase date. Import EMIS equipment counts directly from AST-900 data.
Brand, model, installation date, classroom location, and technical support contact. Smart Boards include driver version and last calibration date. Projector records include lamp hours used vs lamp lifetime remaining.
The Edupro server itself, network switches, WiFi access points, UPS units, and solar/inverter power systems are all registered as assets with service schedules and warranty details.
School boards and Ministry inspectors need to know the current value and condition of school assets. AST-900 provides this automatically.
Asset procurement costs from AST-900 feed into the school's financial picture managed in FIN-500.
All ICT equipment registered in AST-900 — computers, tablets, Smart Boards — powers the digital learning environment of LMS-200.
TRN-1000 Phase 2 covers the Smart Board and projector equipment that AST-900 tracks as school assets.
Contact our Harare team for a live demonstration of this module.