Located in Virginia, Newport News Public Schools serves approximately 30,000 students across multiple campuses, making it one of the state’s larger public school systems. The district manages more than 35,000 active devices, supporting a 1:1 student-to-device ratio with additional inventory for staff and specialized programs. With 1.2 devices per student, the district operates a fully centralized management model, overseeing tens of thousands of endpoints through enterprise-level tools for authentication, MDM/EMM management, and lifecycle planning.

 

The Challenge: Manual Audits in a 1:1 Environment

Before implementing One to One Plus, the district relied on an older system for managing audits, tickets, and inventory. While effective at smaller scale, the system became increasingly difficult to maintain as the district expanded. Device audits were manual and ticket-based, with schools submitting results individually and the IT team consolidating and verifying data by hand. This led to limited real-time visibility, heavy administrative workloads, and inconsistent data accuracy.

 

The Initiative: Mid-Year Audits for Proactive Accountability

To address these issues, the district implemented mid-year audits to identify discrepancies before end-of-year collections. The goals included accuracy, accountability, loss prevention, and process improvement. By integrating One to One Plus, Newport News aimed to turn their mid-year audit from a reactive, manual task into a data-driven accountability process.

 

The Solution: One to One Plus

One to One Plus became the central tool for conducting district-wide audits. Its unified platform provided real-time visibility, automated reporting, and built-in audit functionality that streamlined every stage of the process. Schools could instantly generate asset lists, verify user assignments, and track audit completion while district leaders monitored progress in real time.

 

Implementation and Process

The audit was conducted in two phases: middle and high schools completed their audits in about one week using dedicated technical teams, followed by elementary schools the next week. In total, the district completed its audit in two weeks which was a dramatic improvement over prior years. This structure, combined with One to One Plus’s reporting tools, reduced redundancy and improved coordination across all sites.

 

Digital Transformation: Eliminating Manual Work

Using One to One Plus, Newport News eliminated nearly all paper-based processes. Audit data, including device condition, assignment verification, and exception tracking, was collected digitally and stored centrally. Staff exported reports directly from the platform for review and reconciliation, reducing administrative effort and improving accuracy.

 

Results and Outcomes

1. Faster, More Accurate Audits – Completed district-wide audit in significantly less time
2. Improved Accountability – Site-level staff handled verification while administrators had real-time oversight
3. Financial Savings – Reduced loss and replacement costs through improved accountability and invoicing
4. Data-Driven Decisions – Mid-year insights informed future purchasing and budgeting cycles

Key Takeaway

By implementing One to One Plus, Newport News School District transformed its mid-year device audit into a digital, data-driven process. The platform enabled faster audits, higher accuracy, lower losses, improved accountability, and greater financial efficiency.