Managing University Surplus: Software vs. Spreadsheets

University Surplus Management Methods

Surplus property includes assets you no longer need at your organization, but that doesn’t mean these assets are obsolete. As a university surplus manager, your goal is to extend the useful life of these surplus assets, ensuring your university generates as much value as possible by disposing of surplus property responsibly and sustainably.

Many universities use antiquated processes for surplus property inventory, redistribution, and sales. These systems may include spreadsheets with outdated or inaccurate information or binders full of illegible forms. These tracking methods aren’t just outdated; they’re impractical.

A university has multiple locations and departments, whichmeans there are plenty of opportunities for assets to become lost or mislabeled. Errors occur all too often because of these unnecessarily complex systems that do little to limit waste or increase revenue.

AssetWorks created our Recoup Resource Recovery system to address the needs you face daily regarding surplus property tracking, inventory, and sales. Our software helps streamline the surplus sales process, reducing unnecessary red tape and interdepartmental paperwork and maximizing efficiency and revenue. It also helps property management and sustainability align processes and goals.

Spreadsheets and paperwork simply can’t compete with a system that’s designed to do one specific task and do it well — from asset acquisition to sale or disposal.

Individual Modules for Each Step of the Process

AssetWorks’ Recoup includes separate modules for each applicable stage of surplus management. These include:

  • Transferring, receiving, and storing surplus property
  • Redistributing, selling, and disposal of surplus property
  • Accounting functions and reports

The Benefits of Surplus Property Management Software

Comparing AssetWorks Recoup to a spreadsheet is like comparing apples to oranges. Spreadsheets are generalized software built for an infinite range of possibilities. They are helpful tools for certain tasks, but they can’t compete with dedicated software that’s designed to track, manage, inventory and dispose/recycle/redistribute property. Here are just a few of the ways AssetWorks Recoup provides scalable solutions you can’t duplicate with a spreadsheet.

Streamlined Processes

There’s no reason you should spend hours entering and updating data manually when you have a system that can streamline the job for you.

Recoup is a web-based application, so users can update asset data in real-time. If you need to check an asset’s status, perform a quick search to find the item quickly. You can also use the barcode feature for even easier access.

When you spend less time on paperwork, you have more time for other important tasks. Efficiently prepare assets for sale or disposal and transfer assets quickly to the next stage of the process.

Need to transfer an item to another department? That’s simple, too. A centralized property management system lets you update an asset’s information and reflects the new location immediately. There’s no need to transfer piles of paperwork from one department to the next. You can use Recoup’s simple online workflows to automate transfers for efficiency. If transfers need approval, it’s a simple process within the software.

Interdepartmental delays seem unavoidable until you see AssetWorks Recoup in action.

Increased Security

Security threats are at an all-time high, and it’s important to protect your data. Recoup provides better security with varying levels of user access depending on job function and necessity. You can also set up approval processes and track data through the asset’s history.

Centralized Communication

Spreadsheets are impractical solutions when multiple users need access to the same data. It’s easy to duplicate data entries, overwrite another user’s update, or lose data altogether. Emailing the same spreadsheet between departments or repeatedly granting access permissions quickly becomes tedious and inefficient.

Instead, Recoup provides a centralized database that allows each user to access information when they need it. You can allow users to update an asset’s details as needed so the software always displays the most recent, accurate information. Recoup takes a complex spreadsheet and turns it into a sleek, intuitive system that each user can access whenever they like.

Intuitive Workflows

Not only are spreadsheets outdated, but they’re also confusing and clunky. It’s difficult to manipulate a spreadsheet when you need to do anything more than input basic text.

Recoup’s intuitive features make workflows simple. Use the customizable fields to suit your university’s unique needs. Functional search allows users to quickly access exactly what they’re looking for. This software is designed with the end user in mind, and simplicity is often the most welcoming feature even for users who don’t consider themselves tech-savvy.

Revenue Growth

Surplus property inventory management is often so complicated that it takes precedence over other goals like improving sustainability outcomes or increasing the turnover of donated or reused property. This may cause a loss or reduction of revenue and impact for the university.

Recoup includes multiple resale methods as well as redistribution and disposal methods. These options let you shift your focus to finding the most cost-effective, lucrative method to extend the useful life of these assets or help your university become more sustainable with less environmental impact.

Start Using AssetWorks Today

If you’re ready to move past inefficient spreadsheets and organize your university surplus inventory, AssetWorks is here to help. To try the AssetWorks Recoup Resource Recovery software, request a demo.

Learn more about Recoup

Have more questions about software vs spreadsheets? We’d love to help! Send us an email:

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