Audits Overview

The Audits feature in Instructional Materials Management enables districts to verify campus inventory counts through a structured, system-driven audit process. Audits help ensure accuracy, accountability, and consistency in tracking instructional materials across campuses by comparing recorded inventory with physical counts.

The Audits section includes two main areas: Audit Management and Create Audit Adjustments and Finalize. Each area supports a different stage of the audit workflow.

Audit Management

1. Navigation:
2. District View
3. Inventory
4. Audits
5. Overview

The Audit Management area is used to create, monitor, review, and verify audits.

• Create or delete audits: Create new audits or delete audits with a status of "New"
• Monitor campus progress: View the status and completion progress of audits at each campus
• Edit submitted counts: Modify campus-submitted inventory counts during the review process
• Verify audits: Confirm audit results, which ends the ability to edit submitted data
• Print audit reports: Generate reports for documentation and review

Create Audit Adjustments and Finalize

After an audit is verified, this section is used to apply inventory adjustments and complete the audit process.

• Create audit adjustments: Generate campus adjustments for inventory overages and shortages identified during the audit
• Finalize audits: Complete the audit process and lock all audit data

Typical Audit Workflow

The audit process follows a standard sequence to ensure accurate inventory verification:

1. Create audit: The district defines the audit, including participating campuses, material types, and settings.
2. Campus inventory count: Campuses physically count and record inventory. District users can monitor progress in real time.
3. Submit audit: Campuses submit results. After submission, campuses can no longer edit their counts.
4. Review audit: The district reviews submitted data and may adjust counts. The audit status changes to "In Review."
5. Verify audit: The district verifies the audit, locking the data from further edits.
6. Create adjustments (optional): Generate inventory adjustments for discrepancies identified during the audit.
7. Finalize audit: Complete the audit process and finalize all records.