Budget cycles and procurement processes can significantly shape how and when advanced security solutions are adopted, especially in the international and public school sectors.
As educational institutions across Asia respond to evolving security threats and operational challenges, the decision to adopt advanced security technology is becoming increasingly strategic.
Schools today are under pressure to not only protect students and staff but also ensure any investment in security infrastructure aligns with broader institutional values, operational workflows, and long-term planning goals.
David Thean, General Manager for Asia at Gallagher Security, says school budgets and practical needs play a big role in deciding which security technologies schools choose and when they implement them.
In an interview with asmag.com, he explained that procurement policies, especially in international and public schools, often determine not just what security systems are used, but also the timing of those decisions.
Budget cycles define the window for innovation
"Budget cycles and procurement processes can significantly shape how and when advanced security solutions are adopted, especially in the international and public school sectors," said Thean.
The financial decision-making framework within schools is often more complex than it appears. Unlike commercial organizations, educational institutions typically have fixed fiscal planning windows that involve numerous stakeholders, including school leadership, IT administrators, and facilities managers. These cycles not only dictate the availability of funds but also the types of technologies considered and approved.
"Typically, budget approvals are tied to fiscal planning windows and require cross-functional input from leadership, IT, and facilities teams," Thean explained. "As a result, solutions that are adaptable, show long-term value, and offer implementation flexibility are far more likely to be approved."
To navigate this landscape, vendors and integrators must align their proposals with a school’s strategic and operational priorities. Quick fixes or trendy technologies may fall short unless they are supported by a solid return on investment. Instead, long-term planning and alignment with broader institutional goals are critical.
"For instance, at International School Bangkok, the decision to implement a comprehensive access control system was rooted in a long-term strategic vision to enhance both safety and operational efficiency," said Thean. "Their investment wasn’t just about immediate security benefits; it was also about enabling data-driven planning, improving resource allocation, and aligning with school values."
Thean added, "Schools are increasingly looking for solutions that support multiple objectives and stakeholders. Providers who can align with budget phasing, support regulatory compliance, and demonstrate clear ROI over time are well-positioned to help schools adopt the advanced technologies they need to grow securely."
The reality is that adoption of security technologies is rarely just a matter of cost. Schools need systems that not only meet their immediate security requirements but also enhance operational workflows and help in long-term campus planning. A good solution is one that justifies its cost over multiple years and departments, becoming part of a school’s infrastructure.
Furthermore, schools may have to balance between upgrading aging infrastructure and investing in newer, innovative systems. In such scenarios, flexibility in deployment and modular solutions that can integrate with legacy platforms often become essential decision factors.
Integrators should also be mindful of the fact that timing plays a crucial role. Proposals made outside the budget cycle, or those that lack alignment with broader institutional goals, often fail to get traction. Understanding the academic calendar, procurement rhythms, and how long it takes to secure multi-stakeholder buy-in can give vendors a vital edge.
In addition, solution providers need to support schools through the procurement journey with clarity around implementation schedules, cost distribution over financial years, and documentation that speaks the language of educators and administrators alike. Simplicity in communication often translates to better internal buy-in.
AI-based features require thoughtful assessment
As security technology advances, artificial intelligence-based tools are gaining traction within the education sector. But Thean emphasized that schools and integrators must tread carefully when considering options like aggression detection, vaping alerts, or behavioral monitoring systems.
"As AI-based features like aggression detection, vaping alerts, and behavioral monitoring become more visible in the education sector, schools and integrators must take a thoughtful approach to adoption," he said. "The critical question is whether technology is solving a clearly defined need — and doing so in a way that respects student privacy and community trust."
Thean pointed to a successful use case in Kentucky. "At Metcalfe County Schools, for example, the decision to deploy HALO Smart Sensors was driven by a known issue with student vaping," he said. "The sensors, integrated with Gallagher’s Command Centre, not only provided immediate alerts but also helped surface the true scale of the problem, prompting meaningful behavioral change."
In this instance, the value of the solution was immediately clear. "In this case, the value was tangible, timely, and widely supported by both staff and families," he said.
But Thean cautioned that not all AI tools are created equal. "Schools need to evaluate these technologies based on real-world evidence, local regulations, and the cultural context in which they’ll be used," he said.
Thean stressed that cultural sensitivity is as important as technical capability. A technology that works well in one country or school environment may not translate effectively elsewhere due to different expectations around privacy, communication, and community norms.
For example, aggression detection tools that rely on sound or video analytics may be viewed positively in some environments but seen as intrusive in others. Without a clear, communicated purpose and stakeholder support, the very tools intended to safeguard students may instead generate resistance from parents, teachers, or regulatory bodies.
Rather than being swept up in the momentum of AI-driven innovation, Thean advises integrators to adopt a consultative role. "Rather than simply following trends, integrators should position themselves as strategic partners, helping schools assess which technologies will genuinely improve safety and wellbeing without compromising ethics, transparency, or performance."
Schools are under increasing pressure to demonstrate that any surveillance or monitoring solution serves a genuine educational or safety purpose. That includes how data is stored, who has access to it, how long it is retained, and whether it could be used in ways that may violate community trust.
Building that trust requires transparency from both integrators and vendors. Involving parents, students, and faculty in discussions about new technology implementations can be an effective way to mitigate concerns and improve outcomes. Community engagement is increasingly part of what defines success in school security projects.
"It’s about enabling smarter schools, not just more surveilled ones," Thean concluded.
Thean's comments underscore a broader shift in the way schools approach security: as an enabler of educational excellence, not merely a defensive measure. Technologies that deliver operational insight, promote well-being, and maintain transparency are now seen as strategic investments rather than discretionary expenses.
This mindset opens the door for integrators to provide more than just technical solutions. With the right approach, they can guide schools through the evolving security landscape — offering strategic guidance, training, and long-term support that extend well beyond installation.
In this evolving ecosystem, integrators have an opportunity to lead with insight and empathy. By understanding each school’s unique cultural, operational, and financial environment, they can help build safer, smarter, and more connected campuses for the future.
Conclusion
In today’s educational environment, adopting advanced security technologies is no longer just a matter of keeping campuses physically safe. It is also about aligning with institutional goals, respecting student and community values, and making data-driven decisions that will benefit schools for years to come.
Security strategies must be proactive, focused not just on responding to incidents but on building systems that promote resilience, trust, and accountability. When thoughtfully implemented, modern security systems become an integral part of the learning environment, supporting both safety and operational efficiency.
For schools to fully realize these benefits, collaboration among administrators, educators, technology providers, and integrators is essential. Clear communication, transparency, and a shared understanding of goals will ensure that any new system meets its intended purpose.