IT Asset Management in Higher Education: Tracking SaaS and IT Assets Across Campuses

Why is tracking IT assets so difficult in higher education today?

A recent study discovered that the typical university utilizes more than 170 SaaS applications throughout its various departments. However, only around 25% of colleges and universities have a structured IT Asset Management program to manage these resources.

Education has become a digital maze, and without proper IT Asset Management in higher education, you risk running into compliance risks, overspending, and chaotic audits. Managing everything from SaaS licenses to user access and security settings isn't just a task anymore, it's something you have to do strategically.

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This blog will walk you through everything you need to understand IT Asset Management (ITAM) for higher education, from its complexity and benefits to practical strategies and real-world best practices.

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TL;DR 

• Universities use 170+ SaaS apps, but only 25% have structured IT Asset Management (ITAM), leading to overspending and compliance risks.
• ITAM tracks software usage, licenses, contracts, and user access across departments to reduce shadow IT and improve security.
• Effective IT asset management in higher education systems automates SaaS discovery, license tracking, user provisioning, and compliance reporting.
• Benefits include lower costs, better security, audit readiness, improved collaboration, and optimized software usage.
• Best practices for IT asset management in higher education are centralizing visibility, automating tracking, aligning IT/finance/procurement, enforcing role-based access, and conducting regular audits.

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1. What Is IT Asset Management in Higher Education?

At its core, IT Asset Management in Higher Education refers to the organized tracking, monitoring, and management of your software and SaaS-related resources across departments, faculties, and campuses.

It’s not about desks or projectors, it’s about your digital tools. Think SaaS applications, user accounts, cloud licenses, contracts, renewals, endpoints, and access controls. These assets are not just tools, they’re the foundation of your academic, administrative, and research functions.

Managing these assets means having full visibility into:

• Who’s using what software
• How much is being spent
• What contracts are active
• When renewals are due
• And whether you’re compliant with security policies

When done right, IT asset management in higher education helps eliminate shadow IT, reduces wasteful spending, improves vendor negotiations, and supports smoother audits.

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2. Understanding the Complexity of IT in Higher Education

Universities have distributed environments. They operate across multiple departments, each with its own software stack, licensing models, and users. This fragmentation makes managing software assets especially difficult.

For instance, the engineering faculty may use Jira, GitHub, and AWS. The arts department might rely on Adobe Creative Cloud and Microsoft Teams. Meanwhile, the administration uses DocuSign, Zoom, and Salesforce. Without centralized oversight, software silos grow, and with them, costs, risks, and inefficiencies.

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Let’s not forget user types. You’ve got students, adjuncts, faculty, researchers, alumni, and admin staff, each needing varying levels of access. Tracking who has access to what, for how long, and whether those users have left the system is a full-time job if done manually.

This is why IT asset management in higher education requires more than just spreadsheets. You need intelligent tools and automated workflows that can scale with the complexity of your institution.

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3. Why IT Asset Management Matters for Universities and Colleges

According to the University of the Potomac, 70 percent of today’s college students prefer online learning over in-person classes, putting increased pressure on universities to manage digital tools efficiently. Without proper IT asset management, this change can result in overspending.

Beyond costs, compliance and cybersecurity are key drivers. Higher ed institutions deal with sensitive student data, financial records, and intellectual property. Mismanaging access to a single SaaS platform can lead to data leaks or FERPA violations.

“It’s the ability to track all of your inventory, your device and software inventory,  in one place. - Mat Pullen, Senior Product Marketing Manager for Education, Jamf

For example, if a former professor still has access to your Google Workspace or Blackboard system, they could unintentionally or maliciously access confidential student files. Proper ITAM ensures timely deprovisioning and access revocation.

Here’s what you’re protecting with good ITAM practices:

• Student data privacy
• Audit readiness for grants or government funding
• Budget discipline across departments
• SaaS lifecycle visibility from procurement to decommissioning

In short, IT Asset Management in Higher Education isn’t just IT’s job. It supports finance, security, compliance, and even HR.

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4. Core Functions of an Effective Higher Ed IT Asset Management

When you're handling IT asset management in higher education, you're not just managing tech, you’re managing complexity across dozens of departments, each with its own tools, vendors, and user base. 

Here are the core functions your IT Asset Management system must cover to bring clarity and control to this vast IT environment.

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A. SaaS Discovery and Inventory Management

Here’s a quick example: A biology department subscribes to LabArchives. Meanwhile, the psychology department is using Notion for research workflows. No one told IT. Now multiply that by 50 departments.

SaaS sprawl is one of the biggest IT problems in higher education. Without a centralized view, asset management suffers. An effective ITAM system continuously scans your network to auto-discover apps, who’s using them, how often, and whether they’re approved.

With platforms like CloudEagle.ai, you can automatically identify every SaaS app in use, even shadow IT, and map it to users and departments. This ensures nothing slips through the gaps and helps standardize apps across campuses.

B. License and Contract Tracking

Every app comes with a contract, and every contract comes with terms, renewals, usage limits, and costs. Managing this manually in spreadsheets quickly becomes a nightmare.

Let’s say your university has 1,000 Adobe Creative Cloud licenses, but only 620 are in active use. Without ITAM, you’d keep paying for all 1,000. That’s a lot of unnecessary financial spending every year.

A robust ITAM system tracks contracts, renewal dates, pricing terms, and actual usage. It flags underused licenses, sends renewal alerts, and even integrates with procurement workflows. You stay on budget, avoid vendor lock-ins, and ensure your spend is well utilized.

C. User Access and Role Management

Students enroll, graduate, and leave. Staff change roles. Adjunct professors come and go. If you’re not provisioning and deprovisioning accounts quickly, you risk both over-licensing and security breaches.

Effective ITAM allows you to tie software access to identity lifecycle events. When a student graduates, their access to apps like Microsoft Office or Zoom is automatically revoked. When a new staff member joins, their role dictates what tools they get access to, no manual onboarding needed.

Automated access control not only reduces workload but also helps prevent privilege creep and audit violations.

D. Audit and Compliance Reporting

Universities are subject to FERPA, GDPR, and other regulatory standards. Add in vendor audits, grant reporting, and board-level reviews, and you’ve got a long paper trail to manage.

If an auditor asks who had access to student records via your SIS platform last semester, can you answer confidently and quickly?

An ITAM solution centralizes this information and lets you pull detailed reports in minutes. Whether it's access logs, license records, or policy adherence, you stay compliant without scrambling at the last minute.

This is also a game-changer when applying for federal grants or reporting to accreditation bodies, as they want assurance that your systems are secure and well-managed.

E. Cross-Department Visibility

Each department in a university operates almost like a small business. They have their own budgets, apps, and workflows. But central IT still needs to ensure oversight, especially when it comes to security, procurement, and compliance.

That’s why your ITAM solution must strike a balance, giving each department enough control while offering IT complete visibility.

For example, the English department may manage its Grammarly and Turnitin licenses, while central IT ensures those apps meet privacy standards and aren’t duplicating existing tools. ITAM dashboards can show department-wise usage, spending, and access patterns, empowering smarter decisions at every level.

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5. Key Benefits of IT Asset Management in Educational Institutions

IT Asset Management in higher education isn’t just about keeping track of tools, it’s a foundational strategy for cost control, compliance, and operational efficiency. When implemented correctly, ITAM helps educational institutions manage complex digital environments with precision.

Below are the most impactful benefits:

A. Reduced SaaS Waste and Optimized Spending

SaaS and software licenses are often a significant expense for universities. Without proper tracking, institutions may end up over-purchasing or underutilizing licenses.

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ITAM provides visibility into which software is being used and by whom, leading to better financial planning and resource allocation.

• According to Flexera’s 2023 report, 32% of SaaS spend is wasted due to unused or underutilized software licenses. Educational institutions can avoid this waste through proper tracking and management of their IT assets.
• By identifying unused software or redundant tools, ITAM systems enable institutions to either cancel underused subscriptions or reallocate licenses, ultimately reducing unnecessary costs.

B. Enhanced Security and Risk Management

Educational institutions store vast amounts of sensitive data, including student records, research data, and faculty information. Ensuring proper access control and reducing the risk of unauthorized access is critical.

ITAM helps in managing software access by identifying who has access to which applications and ensuring compliance with security protocols.

• According to a 2020 EDUCAUSE survey, 71% of respondents agreed that managing information security, including access control and data privacy, is one of their top priorities. 
• With an effective ITAM strategy, higher education institutions can manage software and user access more effectively, reducing the risk of breaches and maintaining compliance with regulations like FERPA and GDPR.

C. Simplified Compliance and Audit Readiness

Higher education institutions face complex regulatory requirements that govern the management of student data and software usage. ITAM systems ensure that software is used following licensing agreements and compliance standards. 

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This makes the process of preparing for audits much easier and ensures that institutions are not at risk of violating legal requirements.

• EDUCAUSE reports that many educational institutions struggle with FERPA compliance due to improper tracking of educational records and software licenses.
• ITAM systems offer tools for tracking software usage, ensuring that institutions comply with various standards like FERPA, HIPAA, and GDPR. This minimizes the risk of fines and legal challenges, while also streamlining the audit process.

D. Streamlined Collaboration Across Departments

Managing IT assets in higher education often requires collaboration between various departments, such as IT, procurement, finance, and faculty. ITAM systems provide a centralized platform for all stakeholders, allowing them to view software usage, manage budgets, and avoid duplicate software purchases. 

• EdTech Magazine states that 57% of IT leaders in higher education stated that improving collaboration between IT and other departments was a top priority. 
• ITAM systems facilitate cross-departmental communication by providing a unified view of software usage, contracts, and budgets. This reduces the chances of overlapping purchases and ensures that departments are aligned in their use of IT resources.

E. Improved Software License Management and Compliance

Software licensing is complex, with multiple renewals, different terms, and varying conditions for different applications. ITAM systems can track the lifecycle of each software license, ensuring that universities are not under- or over-licensed. 

They also assist in managing renewals and terminations, making it easier to avoid fines or penalties for non-compliance.

• By tracking license usage and renewal dates, ITAM systems help universities avoid overpaying for unused licenses and stay compliant with the terms of their software agreements, ultimately leading to reduced financial risk.

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6. Best Practices for IT Asset Management in Higher Education

Colleges and universities deal with a lot of specific issues when it comes to handling their IT resources, like large campuses, many students and teachers, tight budgets, and rules they have to follow.

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A. Centralized Visibility Across Campuses

Managing assets in silos leads to inefficiencies, redundant purchases, and missed opportunities for optimization. A centralized ITAM system provides a unified view of all assets across campuses and departments.

a. Why it matters:

• Gives IT, finance, and procurement teams access to the same data
• Eliminates redundant tools used by different departments
• Ensures consistent compliance and policy enforcement

B. Automate SaaS Discovery and License Tracking

With SaaS usage rapidly increasing in education, manually tracking software is no longer sustainable. Automation is critical to stay on top of rapid procurement, student onboarding, and faculty transitions.

a. Why it matters:

• Automatically identifies newly adopted SaaS tools
• Tracks real-time usage to spot underutilized licenses
• Flags orphaned accounts, especially post-graduation or after staff offboarding

C. Align Procurement, Finance, and IT

Disjointed purchasing processes often result in duplicated tools, overspending, or missed contract renewals. ITAM can bridge these teams with shared data and workflows.

a. Why it matters:

• Improves budgeting and SaaS forecasting accuracy
• Helps procurement negotiate renewals using actual usage metrics
• Prevents missed renewals that can lead to service disruption or penalties

D. Define Role-Based Access Policies

In higher ed, different users need different tools and permission levels. Role-based provisioning helps you assign the right access based on a person’s role, tenure, or department.

a. Why it matters:

• Reduces overprovisioning of software licenses
• Improves security by enforcing least privilege access
• Simplifies onboarding for students, adjunct faculty, and contractors

E. Schedule Regular ITAM Audits and Reviews

Periodic reviews help you stay ahead of compliance, license management, and tech redundancy. Audits are your opportunity to clean up unused apps, identify shadow IT, and improve ROI.

a. Why it matters:

• Avoids license violations during vendor audits
• Identifies and eliminates unused or duplicated tools
• Helps with software standardization across campuses

F. Standardize Software Procurement and Usage Policies

With decentralized purchases, faculty often procure their own tools, resulting in security and compliance risks. Standardized procurement ensures governance and budget alignment.

a. Why it matters:

• Prevents unauthorized tool adoption (shadow IT)
• Helps negotiate volume-based pricing with vendors
• Ensures all tools meet security and compliance standards

G.  Monitor KPIs and Benchmark Performance

Tracking key performance indicators ensures your ITAM program is adding value. Metrics should align with your institution’s goals, whether that’s cost optimization, better compliance, or student experience.

a. Why it matters:

• Demonstrates ROI to leadership and stakeholders
• Enables data-driven decisions for renewals and software changes
• Helps predict and prevent over-licensing or underutilization

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7. In a Nutshell 

IT asset management in higher education is now a strategic priority. With rising SaaS adoption and growing compliance risks, colleges need real-time control over their software stack. Managing contracts, access, and budgets across campuses isn’t optional anymore; it’s essential.

When you centralize software visibility, automate audits, and track usage data, you eliminate waste and reduce risks. You also ensure that students and faculty get uninterrupted access to the right tools, without overspending or breaching policies. That’s the foundation of effective higher ed ITAM.

CloudEagle.ai helps higher education institutions centralize SaaS tracking, eliminate unused licenses, and stay ahead of renewals. You get a real-time view of your software spend, usage, and contracts, all in one place.

Simplify SaaS Management with CloudEagle.ai, book a demo today! 

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8. Frequently Asked Questions 

1. What does IT asset management in higher education do?

It tracks, manages, and optimizes software assets like SaaS apps, licenses, and contracts to reduce costs, ensure compliance, and improve software usage across an educational institute.

2. What does an IT asset management specialist do?

They oversee software inventory, monitor license compliance, manage renewals, and ensure efficient use of IT assets while supporting procurement and cost optimization strategies.

3. What does an IT asset management analyst do?

They analyze software usage data, identify underutilized assets, forecast renewals, and support budgeting decisions by delivering actionable insights to IT and finance teams.

4. What are the 5 stages of asset management?

The five stages are planning, acquisition, deployment, maintenance, and retirement, each focused on maximizing asset value and ensuring proper governance throughout the software lifecycle.

5. What are the benefits of IT asset management?

It improves software visibility, reduces overspending, streamlines renewals, and enhances compliance by centralizing and controlling all IT asset-related data and processes.