Conduct a Site or District Initiated Audit

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An Audit allows a site to scan tags associated to a Room, Staff, and/or Student and quickly identify missing or misplaced items.

  1.  Navigation:
  2. Site/Warehouse View
  3. Audits

How an Initiated Audit Works

When a district or site level audit is initialized, each asset is recorded as being “missing” in the room it was located at the time of audit initialization. To conduct the audit, each site then opens a room in the audit, 2023-03-16_13-26-00.png scans all tags found in that room, moves to the next room, and so forth, until all rooms in the audit have been scanned.

Tags that are scanned during the audit will be “Verified,” “Found,” or “Misplaced” depending on where they were scanned. Tags that are included in the audit, but not scanned, will remain as “Missing” until the reconciliation process is complete. Other activity that may take place during an audit includes recording an Asset Condition, adding new assets via Room Initialization, and defining new products in the Catalog.

Conduct an Audit

Audits in the status of "New" or "In Progress" will be listed in the  2023-03-15_14-03-03_copy.png  Audits grid at each Site and in the Administrative View. The purpose of an audit is to verify that assets are being recorded in the correct location and to locate lost or stolen assets. Audits will also identify assets that for some reason have not yet been added to your Asset Management database. Once an audit has been initialized, the Site users will conduct the audit.

  1. Click  2023-03-15_14-03-03_copy.png  Audits in the top navigation bar and select View Site Audits from the dropdown.

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This selection opens the District Initiated Audits page.

  1. Reference the  Filters section at the top of the page, as needed, to define results by Audit Name, Site, Created Date, etc., or locate the audit in question directly from the Audit grid.

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  1. Click on the respective audit’s row. The District Audit Details window opens.
  2. Search for the respective room, staff, or student. *The location column is searchable. Enter/scan the respective room, staff, or student.
  3. Click 2023-03-15_14-10-49.png Edit, located on the respective row. The Room Audit window opens.
  4. Enter/scan each tag number expected for the room, staff, or student into the Enter Tag field.
  5. If desired, select the asset’s condition from the Condition dropdown. A saved message displays.
If an unintentional tag is entered/scanned in an audit, there is a limited time in which to undo this entry. Expand the grid for the respective product and locate the tag. Under the Actions header, click on Undo_16_copy.png Undo to remove the tag from the audit. If the icon is grayed out, you can no longer perform this action.

If a tag is entered, which is not expected for the current room/staff/student, the Audit Scan Results window opens. Click the dropdowns below to follow the steps based on the audit location type.

Room Audit Actions

If a tag that was expected to be in a location type of "Staff" or "Student" is scanned into a Room, the Audit Scan Results window will open.

RoomAuditMispStaff.PNG

  1. Select the Action for the scanned tag.
      Verify Tag Indicates that the tag is located with the staff or student mentioned in the message and should not be moved to the room as part of the audit.
    RoomAuditMispStaff11.png  Mark Tag as Misplaced Indicates the tag is in the room and a site or admin level user will make the final determination about its location during reconciliation.
    RoomAuditMispStaff1.png Update Tag Location Indicates the tag should be moved to the room currently being scanned. This option will open the “Update Tag Location” window.

    AuditSiteUpdateLoc_copy2.png

  2. Select Room from the "Transfer To" dropdown menu.
  3. Select the respective status from the Collect to Status dropdown menu. (Room)
  4. Enter any notes into the Status/Audit Notes field (optional).
  5. Click GO.
  6. Click “X” to leave the Room Audit window and leave the room audit in a status of “In Progress”.
  7. Click Finalize.png Complete Scan to close the Room Audit window and change the room audit status from
    "In Progress" to "Scan Complete."

Staff/Student Audit

If a tag that was expected to be in a location type of "Room" is scanned into a Staff or Student, the Audit Scan Results window will open.

AuditSiteStUpdtLoc.PNG

  1. Select the Action for the scanned tag.

Mark Tag as Misplaced: Indicates the tag is in the hands of the staff or student and a site or admin level user will make the final determination about its location during reconciliation.

Transfer to Staff or Student: Indicates the tag should be moved to the staff or student where it was scanned. This option will open the “Transfer Tag to Staff or Student” window.

AuditSiteStUpdTrns.PNG

  1. Verify/select the respective location in the "Transfer To" dropdown menu.
  2. Verify/enter the respective staff/student in the "Staff/Student ID" field.
  3. Enter any notes into the Audit Notes field (optional).
  4. Click Go.
  5. Click “X” to leave the Staff/Student Audit window and leave the room audit in a status of “In Progress”.
  6. Click Finalize.png Complete Scan to close the Room Audit window and changes the room audit status from In Progress to Scan Complete.

Initialize Room Inventory

When an asset with a tag is found in a room during a Room Audit, but the tag does not exist in the system, it can be added directly from the Room Audit window by selecting Initialize Room Inventory. After entering the Tag the Room audit, the system will display “Tag not in System”.

AuditTagNot_copy1.png

  1. Click STInit1.png Initialize Room Inventory. The Initialize Room Inventory window opens.

    RoomAuditsInitProduct2.PNG

  2. Enter/scan each product number into the Product Number field or click the binocular icon to Search for the product number.
  3. Select the funding source from the Funding Source dropdown menu.
  4. Select the status from the Status dropdown menu.
  5. Enter the custom field information, if applicable.
  6. Enter/scan the tag number in the Tag field. If you type in the Tag, hit <ENTER> to allow the system to verify it is a unique tag number.
  7. Enter/scan the serial number in the Serial field, if required.
  8. Click  2023-03-16_13-33-10.png  Save.
  9. Click  Cancel_copy.png  Done to close the Initialize Room Inventory window.

Initialize Staff Inventory

When an asset with a tag is found during a Staff Audit, but the tag does not exist in the system, it can be added and assigned directly to a staff member from the Staff Audit window by selecting Initialize Inventory to Staff. After entering the tag to the Staff audit, the system will display “Tag not in System”

AuditSTInit.PNG

  1. Click STInit1.png Initialize Inventory to Staff. The Initialize Staff Inventory window opens.
  2. Enter/scan each product number into the Product Number field or click the binocular icon to search for the product number.
  3. Select the funding source from the Funding Source dropdown menu.
  4. Select the status from the Status dropdown menu.
  5. Enter the custom field information, if applicable.
  6. Enter/scan the tag number in the Tag field. If you type in the Tag, hit <ENTER> to allow the system to verify it is a unique tag number.
  7. Enter/scan the serial number in the Serial field, if required.
  8. Click  Cancel_copy.png  Done to close the Initialize Staff Inventory window.

Initialize Student Inventory

When an asset with a tag is found during a Student Audit but the tag does not exist in the system, it can be added and assigned directly to a student from the Student Audit window by selecting Initialize Inventory to a Student.

After entering the tag to the Student audit, the system will display “Tag not in System.”

AuditSTDInit.PNG

  1. Click on STInit1.png Initialize Inventory to Student. The Initialize Student Inventory window opens.
  2. Enter/scan each product number into the Product Number field or click the binocular icon to search for the product number.
  3. Select the funding source from the Funding Source dropdown menu.
  4. Select the status from the Status dropdown menu.
  5. Enter the custom field information, if applicable.
  6. Enter/scan the tag number in the Tag field. If you type in the Tag, hit <ENTER> to allow the system to verify it is a unique tag number.
  7. Enter/scan the serial number in the Serial field, if required.
  8. Click  Cancel_copy.png  Done to close the Initialize Student Inventory window.

Create a New Product

When an asset found during a Room, Staff or Student Audit does not appear in your catalog, site administrators or users can add product if it has been defined at the district level using the Create New Product feature from the Initialization window.

  1. After receiving the message that the Tag is not in the system, click STInit1.png Initialize Room Inventory. The Initialize Room Inventory window opens.
  2. Click  Add New Product. The Create New Product fields open within the Initialize Room Inventory window.
  3. Enter the Product details. Red fields are required information.
  4. Click  2023-03-16_13-33-10.png  Save, located at the bottom of the window.