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Inspector General: MCPS Chromebook inventory records unreliable; district outlines ServiceNow fixes and regulation timeline
Summary
The Inspector General found inaccurate Chromebook inventory records at Montgomery County Public Schools and recommended reconciliations, comprehensive regulations and staff training; MCPS described ServiceNow integrations with Google data, a dashboard rollout this calendar year and a target regulation completion by June 2026.
An Inspector General audit of Montgomery County Public Schools' Chromebook inventory found inaccuracies in inventory records and inconsistent school practices for tracking devices. The OIG presented two findings and five recommendations to the Audit Committee focused on inventory reconciliations, formal regulations and training.
OIG evidence and findings: The audit tested inventory at a random sample of nine schools (seven were tested at the moment in time) and found only two of those schools could account for all of their Chromebooks on the day of the visit. "Of the 7 that we were able to test at that moment, only 2 could account for all of their Chromebooks that day," the Inspector General said. The report noted there are more than 200,000 Chromebooks in service across MCPS and highlighted FY23 Chromebook expenditures of about $12.8 million and a FY24 budgeted amount of about $9 million.
Why it matters: inaccurate inventory records create risks for loss, theft and wasted procurement; they also impede planning for device replacement and student access to technology in classrooms.
MCPS response and actions: MCPS staff described several corrective steps: adding dedicated central resources to support inventory tracking, improving ServiceNow usage and forms for check‑in/check‑out workflows, beginning manual discrepancy reports that reconcile Google login/IP data with ServiceNow entries, launching quarterly and monthly office hours for school IT and media staff, and developing an internal dashboard to provide school‑level repair and inventory metrics (target: calendar year completion). MCPS said it will compile guidance and best practices into a formal Chromebook regulation by June 2026.
Privacy and data questions: Council members asked what specific data MCPS receives from Google. MCPS said the integration yields login and IP address data that helps identify a device's active location on the network; the district said data use is limited to inventory reconciliation and device security, and that privacy responsibilities for minors are part of the district's data handling protocols.
Council follow up: Members welcomed MCPS' progress but emphasized the need for an auditable, rules‑backed process to ensure long‑term compliance. The Inspector General will review MCPS updates; MCPS has an October submission pending to the OIG and the district expects to continue providing periodic updates on implementation.
