More than a transaction
Procurement extends beyond financial or logistical considerations — it is a strategic mechanism for school improvement. Device decisions shape refresh cycles, budget sustainability, and equity of access. The choice between buying or leasing influences your digital strategy for years.
Part 1 — Total Cost of Ownership (TCO)
Short-term decisions can prove more expensive long-term. As IT consultant Geoff Chandler notes: “Information Technology is typically the third largest cost for a school or Multi-Academy Trust, after only staffing and estates costs.”
- The device — the visible cost
- The licence — Google Chrome Education Upgrade or Microsoft Intune
- The protection — robust cases, screen protectors, insurance (essential for 1:1 home use)
- The infrastructure — charging trolleys or lockers with charging points
- The peripherals — headphones, stylus pens (crucial for inclusion and maths reasoning)
Part 2 — Buy or lease?
- Lifecycle, not just launch — plan replacement within 3–5 years.
- Financial flexibility — buying needs upfront capital; leasing converts it to operational expenditure.
- Financial sustainability — ownership provides control; leasing often includes recycling and secure disposal.
| Buying | Leasing | |
|---|---|---|
| Ownership | Own the asset from day one | Pay for use; usually returned at contract end |
| Budget impact | Committed finances; you source devices | Known upfront costs, predictable planning |
| Refresh cycle | Your responsibility | Contracts may allow exchanging for newer models |
| Maintenance | Your responsibility | Faulty devices typically fixed or replaced |
Part 3 — Implementation and rollout
Delivery is more than unboxing. Leasing requires careful asset-register management; purchasing demands tagging and tracking.
Primary schools — durability is essential; touchscreens support accessibility and engagement for younger learners; leasing helps avoid obsolescence.
Secondary schools — often need higher specifications (Computer Science, Media). Consider a hybrid approach: leased standard devices plus purchased high-spec machines for specialist labs.