November is all about becoming a Data Hero, and for K12 leaders, that starts with mastering the art of budgeting through data. Schools across the U.S. are uncovering savings and improving instruction by analyzing their technology use, reducing app sprawl, and forecasting smarter.
Denver Public Schools (DPS) is one example. After reviewing usage data, they discovered more than 1,000 apps across their network but found that only 346 were actively used. By leveraging data (including app usage analytics with Lightspeed Insight™) to focus on the tools that mattered, they saved over $1 million.
Here’s how they (and other districts) are using data from Lightspeed Insight to take control of their budgets, and how you can too.
Step 1: Audit and Align Your App Inventory
Before you can save, you need visibility. Many districts discover that hundreds of paid tools see little to no use.
What to do:
- Get visibility. Gather engagement data on every app currently in use across your network.
- Compare license counts to actual usage data to identify underused or redundant tools.
- Work with curriculum and IT to decide which apps to keep or retire. Consider which apps are privacy policy compliant and instructionally aligned.
- Establish a review cycle (every 6-12 months) to stay on top of new and outdated tools.
How districts are doing it:
By tracking app usage with Lightspeed Insight, Fayette County Public Schools in Georgia discovered a $140,000 annual subscription that was barely being used and eliminated it. “That paid for a lot of other things,” noted Matt Jackson, Coordinator, Digital & Media Services.
Now, the district reviews usage data to guide renewals, and is starting to connect usage with student achievement to make sure every dollar spent supports real learning. Learn more about their process in the recent Lightning Chat discussion:
Step 2: Plan Ahead with Device Data
Even well-planned budgets can go off track when devices fail unexpectedly. Tracking device health and performance helps you anticipate costs instead of reacting to them.
What to do:
- Monitor battery health, storage, and uptime data for all devices.
- Flag aging or misplaced equipment early.
- Track off-campus connectivity to ensure student access for all.
How districts are doing it:
Lightspeed Signal™ gives districts a clear view of device health and connectivity, making it easier to plan refresh cycles and avoid emergency purchases.
“With Lightspeed Signal, we now have real-time visibility into device health, performance, and security, giving us the insights we need to proactively support and enhance the end-user experience across our district,” said Pierre Schoepp, Director of Cybersecurity at Charter Schools USA.
Step 3: Reinvest in What Matters
The ultimate goal of becoming a Budget Hero isn’t just saving money; it’s reinvesting in student success.
What to do:
- Redirect savings from unused tools toward high-impact programs such as SEL, tutoring, or technology upgrades.
- Share your data with your board or community to demonstrate responsible, evidence-based decision-making.
- Keep iterating; budget visibility is an ongoing process, not a one-time event.
The Takeaway
Districts that use data to manage budgets are rewriting their fiscal stories. With greater visibility, they’re cutting waste, improving instruction, and making smarter, future-focused decisions.
Start with a free app audit or schedule a demo to uncover your own quick wins. In today’s funding environment, being a Budget Hero isn’t about cutting—it’s about clarity.
This post is part of our November “How to Be a Data Hero” series. Stay tuned for more stories from districts turning insights into impact.
