The Audits page provides the site level the ability to view administrative-created audits (respective to the site) and the progress of room audits as they move to different statuses. Only the administrative level takes actions on "Scan Complete" administrative-created audits.
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View Site Audits
View Site Audits, located on the top navigation bar under Audits, allows the site level to view all room audits created by the administrative level and the site's progress in performing the respective audits.
Filters allow the administrative level to search for specific tag information to identify tags available to reconcile (at least one filter must be selected).
| Filter | Description |
| Audit Name | Unique alpha/numeric assignment to a district-created audit |
|---|---|
| Site | Single-select drop-down menu containing a list of each site by name within Asset Management |
| Created Date | Displays the date the audit is created by the administrative level |
| Audit Due Date | Displays the date when the audit must be completed |
| Last Modified Date | Displays the last date any room audit within the respective site has been modified (includes changing the audit status) |
| Progress | Displays the percentage of room audits, respective to the site, in the room audit status of "Scanned" or "Reconciled," or if the site "Closed" the site audit |
| Compliance | Displays the compliance status of the sites regarding the audit |
| Police Report Required | Displays the requirements regarding a police report for tags in the status of "Lost" or "Stolen" |
The "Filter Results" grid is located below the filers section and displays a list of audits based on the choices selected in the Progress filter.
| Function | Description |
| Begins the “Initiate Site Audit” process | |
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Allows an administrator to select which columns to display on the "View Site Audits" grid and in what order they display Available fields include "Audit Name," "Created Date," "Audit Due Date," "Last Modified Date," "New," "In Progress," "Scan Complete," "Closed," "Progress," "Compliance," "Action," "Site," "Inventory," "Verified," "Missing," "Misplaced," "Police Report," "First Scan Date," and "% Scanned." |
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Allows an administrator to e-mail a copy of the "Compliance Report" to the audit creator, audit approver, primary site contact, or other specified e-mail addresses |
| Audit Name | Unique alpha/numeric designation of an administrative audit |
| Site | Single-select drop-down menu containing a list of each site by name within Asset Management |
| Created Date | Displays the date the audit is created by the district level |
| Audit Due Date | Displays the date when the audit must be completed. Audits not completed/marked as "Scan Complete" by the due date appear in red. |
| Last Modified Date | Displays the last date any room audit within the respective site has been modified (includes changing the audit status) |
| New | Displays the number of room audits created, respective to the site, and the filters set during the site audit creation |
| In Progress | Displays the number of room audits, respective to the site, in the room audit status of "In Progress" |
| Scan Complete | Displays the number of room audits, respective to the site, in the room audit status of "Scan Complete" |
| Closed | Displays the number of room audits, respective to the site, in the room audit status of "Closed" |
| Progress | Displays the percentage of room audits, respective to the site, in the room audit status of "Scanned" or"Reconciled," or if the site "Closed" the site audit |
| Compliance | Displays the compliance status of the sites regarding the audit |
Actions Column
| Function | Description |
| Matches up missing tags from a current audit with misplaced tags on administrative-initiated "Approved" audits, and updates their status to "Found" | |
| Opens the "District Audit Details" window; lists each room audit created by the district and their respective tag audit state information | |
| Audit Detail Report | Provides, in CSV format, a list of tags and their last audit state from room audits located in the respective administrative-created site audit ("Site ID," "Site Name," "Region," "Tag," "Asset Type," "Parent Tag," "Serial Number," "Audit State," "Audit Scan Date," "Audit Scan By," "Audit Location," "Expected Location," "Location Type," "Grade," "Audit Date," "Audit By," "Audit Notes," "Audit Status," "Action Taken," "Product Number," "Product Name," "Model," "Manufacturer," "Product Type," "Inventory Status," "Tag Notes," "Order Number," "Funding Source," "Department," "Purchase Price," and "Facility ID") |
| Allows users to e-mail a copy of the "Audit Compliance Report" (PDF format) |
Reconcile Audits
Reconcile Audits, located in the top navigation bar under Audits, allows site administrators to change tag statuses (located within "Scan Complete" audits) based on the filtered results of the respective room audit (includes administrative-initiated audits for the site).
Basic Filters allow the site administrator to search for specific tag information to identify tags available to reconcile (at least one filter must be selected).
| Filter | Description |
| Audit Name | Drop-down menu containing a list of available audits with Asset Management for the respective site |
|---|---|
| Tag Audit State | Multi-select drop-down menu containing a list of available tag audit states within Asset Management ("Found," "Misplaced," "Missing," and "Verified") |
| Location Audit Status | Multi-select drop-down menu containing a list of audit statuses (includes "Scan Complete," "In Progress," and "New") |
| Action Taken | Multi-select drop-down menu containing a list of actions ("No Action Taken," "Ignored," "Transfer to Room," "Transfer to Staff," "Transfer to Student," "Auctioned," "Disposed," "Lost," "Recycled," "Returned to Vendor," "Sold," "Stolen," "Surplus," and "Used for Parts") |
| Site Name | Multi-select drop-down menu containing a list of each site |
| Expected Location Site | Multi-select drop-down menu containing a list of possible matching audit site categories ("Matches Audit Site" and "Does Not Match Audit Site") |
| Expected Location Type | Multi-select drop-down menu containing a list of location types ("Room," "Staff," and "Student") |
| Tag Status | Multi-select drop-down menu containing a list of tag statuses ("Auctioned," "Available," "Disposed," "In Repair," "In Transit," "In Use," "Lost," "Pending Transfer," "Recycled," "Returned to Vendor," and "Sold") |
| Funding Source | Multi-select drop-down menu of financial resources used to purchase an item |
| Product Type | Filter for a product type within Asset Management |
| Asset Type | Multi-select drop-down menu containing a list of tag component associations ("Standalone," "Parent," or "Component") |
Advanced Filters allow the site administrator to search for specific tag information to identify tags available to reconcile (at least one filter must be selected).
| Filter | Description |
| Tag/Serial List | Filter for a specific tag or serial number for reconciliation |
|---|---|
| Audit Date | Calendar tool excluding all audited tags respective to the time frame indicated |
| Audit Due Date | Calendar tool limiting all audited tags with due dates respective to the time frame indicated |
| Last Scan Date | Calendar tool limiting all audited tags respective to the time frame indicated |
| Price | Filter respective to each tag’s purchase price (may be different from the product’s suggested price) |
| When selected, displays the most recent tag audit state per tag, regardless of whether it was a site-level audit or an district-created audit | |
| When selected, displays tag audit state information only within administrative-created audits approved by the site level |
The "Reconcile Filter Results" grid is located below the filers section and displays a list of audits, based on the choices selected in the "Progress" filter.
| Function | Description |
| Items Selected | Provides a count of tags selected for reconciliation |
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Allows an administrative user to select which columns display on the "Reconcile Audits" grid and in what order they display Available fields include "Audit State," "Tag, Actions," "Asset Type," "Audit Date," "Audit Due Date," "Audit Location," "Expected Location," "Funding Source," "Last Scan Date," "Product Name," "Product Type," "Serial," and "Tag Status" |
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| Opens the "Reconcile Inventory" window and allows an administrative user to take action in bulk on the filtered tags | |
| Audit State | Displays respective tag audit states (includes "Missing," "Misplaced," and "Verified") |
| Tag | Unique identifier affixed to each item (an asset tag or an Asset Management-created tag number) and used to track individual items within Asset Management |
| Product Name | Name of the product |
| Tag Status | Current status of the tag |
| Funding Source | Financial resources used to purchase an item |
| Last Scan Date | Calendar tool limiting all audited tags respective to the time frame indicated |
| Audit Due Date | Calendar tool limiting all audited tags with due dates respective to the time frame indicated |
| Expected Location | Current location associated with the tag |
| Audit Location | Location where the tag was found during an audit |
| Audit Date | Displays the date the audit was conducted |
| Action | Line-item tool to reconcile the respective tag with the available reconciliation options |
| Appears when a note was recorded when a tag audit state of "Missing" or "Misplaced" was reconciled, or if the site made a note on the respective room audit (mousing over the icon will display the specific note) |
District Audit Details
The "District Audit Details" window allows the site level to view all room audits created by the administrative level and the site's progress in performing the respective site audit. This window also allows the site level to "Approve" a site audit's results (communicating to the district level the site is ready for the district to reconcile the audit's results). The "Room Types," "Staff Types," and
"Grades" fields are dependent on the Audit For selection.
| Function | Description |
| Audit Name | Unique alpha/numeric assignment to an administrative-created audit |
|---|---|
| Audit For | Specifies what is included in the audit; can include individual selections or combination of rooms, staff, and/or students |
| Created Date | Displays the date the audit was created |
| Last Modified Date | Displays the last date any room audit within the site audit was modified |
| Audit Due Date | Displays the date the audit must be completed |
| Product Types | Displays what product types are included in the audit |
| Room Types | Displays what room types are included in the audit |
| Staff Types | Displays what staff types are included in the audit |
| Grades | Displays the grade level assigned to staff members/students |
| Ignore Tags Modified Date | Displays the cutoff date for modified tags to be included in the audit |
| New | Displays the number of room audits created, respective to the site, in the audit status of "New" |
| In Progress | Displays the number of room audits, respective to the site, in the room audit status of "In Progress" |
| Scan Complete | Displays the number of room audits, respective to the site, in the room audit status of "Scan Complete" |
District Audit Grid
| Function | Description |
| Marks all room audits within the site audit as "Approved" (also moves all room audits to "Finalized") and no longer allows room audits to be denied or edited | |
| Approve Audit OR Complete Scan (Move to Reconcile) | Marks all room audits within the site audit as "Approved" (also moves all room audits to "Scan Complete") and no longer allows audits to be denied or edited |
| Changes all "Scan Complete" room audits within the site audit back to the status of "In Progress" for continued editing | |
| Located in each audit's row; the process by which a site may edit/add tags to the respective audit | |
| Location | Displays whether the line item is a room, staff, or student (up to 13 alpha/numeric characters) |
| Status | State of the audit ("New," "In Progress," "Scan Complete," and "Closed") |
| Modified Date | Displays the last date the room audit was modified |
| Inventory | Displays the inventory quantity of the tags located in the room |
| Verified | Displays the inventory quantity of the tags that were verified in the room |
| Missing | Displays the inventory quantity of the tags that were not verified as located in the room |
| Found | Displays the inventory quantity of the tags that were expected to be located in this room but were located in another room |
| Misplaced | Displays the inventory quantity of the tags that were located in this room yet expected to be located in another room |
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Action that allows the site level to add notes to each "Missing" and/or "Misplaced" tag while displaying the "Room Audit Details" ("Audit Status," "Last Modified Date," "Last Modified By," "Created Date," "Created By," "Scan Complete Date," "Scan Complete By," "Audit Inventory," "Initiated By," "Approved By," "Approved Date," "Verified," "Found," "Missing," "Misplaced," detailed product information, "Tag Number," and "Tag Details" |
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| Room Audit Summary Report | For "Rooms"; includes "Room Number," "Room Name," "Room Type," "Site Name," "Date Printed," "Status," "Created By," "Created Date," "Last Modified By," "Last Modified Date," "Initiated By," "Approved By," "Approved Date," "Scan Completed By," "Scan Completed On," "Audit Inventory" ("Verified," "Found," "Missing," "Misplaced"), "State," "Product," "Tag," "Asset Type," "Expected Location," "Audit Location," and "Action Taken" |
| Staff Audit Summary Report | For "Staff"; includes "Staff ID," "Staff Name," "Staff Type," "Site Name," "Date Printed," "Status," "Created By," "Created Date," "Last Modified By," "Last Modified Date," "Initiated By," "Approved By," "Approved Date," "Scan Complete By," "Scan Completed On," "Audit Inventory" ("Verified," "Found," "Missing," "Misplaced"), 'State," "Product," "Tag," "Asset Type," "Expected Location," "Audit Location," and "Action Taken" |
| Student Audit Summary Report | For "Students"; includes "Student ID," "Student Name," "Site Name," "Date Printed," "Status," "Created By," "Created Date," "Last Modified By," "Last Modified Date," "Initiated By," "Approved By," "Approved Date," "Scan Completed By," "Scan Completed On," "Audit Inventory" ("Verified," "Found," "Missing," "Misplaced"), "State," "Product," "Tag," "Asset Type," "Expected Location," "Audit Location," and "Action Taken" |
Audits Reports
The Audits page provides reports to be view/printed that compile information from multiple audits for viewing in one report.
Under "Please Select Audit Report"
| Function | Description |
| Full Compliance Report | Provides, in PDF format, an outline for each approved/closed audit on the "View Site Audits" grid. The report includes "Audit Name," "Inventory," "Verified," "Missing," "Misplaced," "Created Date," "Approved Date," and "Completed Date." |
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| Audit Listing | Provides, in CSV format, a list of all the administrative-initiated audits across all sites, based on the filters applied to the "View Site Audits" grid. This report includes "Audit Name," "Site," "Created Date," "Last Modified Date," "Audit Due Date," "New," "In Progress," "Scan Complete," "Closed," and "Progress." |
Under "District Audit Details"
| Function | Description |
| District Audit Listing Report | Provides, in CSV format, a breakdown of the results of an entire district-initiated audit, based on the filters applied to the "District Audit Details" grid. This report includes "Location," "Status Modified Date," "Inventory," "Verified," "Found," "Missing," "Misplaced," "Audit Due Date," "Approved By," "Approved Date," "Scan Completed By," "Scan Completed Date," "Total Inventory," "Total Verified," "Total Found," "Total Missing," and "Total Misplaced." |
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Under "Reconcile Audits"
| Function | Description |
| Audit Details Report | Provides, in CSV format, a filtered list from room audits of tags and their last audit state. This report includes "Site ID," "Site Name," "Tag," "Asset Type," "Parent Tag," "Serial Number," "Audit State," "Audit Scan Date," "Audit Scan By," "Audit Location," "Expected Location," "Location Type," "Grade," "Audit Date," "Audit Due Date," "Audit By," "Audit Status," "Action Taken," "Product Number," "Product Name," "Model," "Manufacturer," "Product Type," "Tag Status," "Tag Notes," "Order Number," "Funding Source," "Department," "Purchase Price," and "Facility ID." |
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| Closed Audit Details Report | Provides, in CSV format, a filtered list from closed room audits of tags and their last audit state. This report includes "Site ID," "Site Name," "Tag," "Asset Type," "Parent Tag," "Serial Number," "Audit State," "Audit Scan Date," "Audit Scan By," "Audit Location," "Expected Location," "Location Type," "Grade," "Audit Date," "Audit Due Date," "Audit By," "Audit Status," "Action Taken," "Product Number," "Product Name," "Model," "Manufacturer," "Product Type," "Tag Status," "Tag Notes," "Order Number," "Funding Source," "Department," "Purchase Price," and "Facility ID." |