Site Audit Overview

Audience:

Labels:

None assigned

The Audits page provides the site level the ability to view district created audits (respective to their site) and the progress of the room audits as they move to different statuses. Only the district level takes actions on finalized district created audits.

View Site Audits

The Audits page allows the site level to view all room audits created by the district level and the site's progress in performing the respective audits.

Field Description
Show Closed Displays closed audits within the audit grid
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 TIPWeb-IT
Created Date Displays the date the audit is created by the district level
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
Finalized Displays the number of room audits, respective to the site, in the room audit status of Finalized
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 Finalized and Closed or if the site Approved the site audit results
Action Columns
  • Sync Found Items - matches up missing tags from a current audit with misplaced tags on district initiated Finalized and Approved audits, and updates their status to Found.
  • District Audit Detail - 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 the tags and their last audit state from the room audits located in the respective district created site audit (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 By, Audit Status, Action Taken, Product Number, Product Name, Model, Manufacturer, Product Type, Inventory Status, Tag Notes, Order Number, Funding Source, and Purchase Price) 1

1 When running the Audit Detail Report, if Arrange by Audit Information is selected, the columns Audit Status, Audit State, Action Taken, and Status appear at the beginning of the spreadsheet.

Room Audit Details

The Room Audit Details window allows the site level to view all room audits created by the district 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). Fields Room Types, Staff Types, and Grades are dependent on the Audit For selection.

District Audit Details Summary

Field Description
Audit Name Unique alpha/numeric assignment to a district 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
Product Types Multi-select drop down menu containing a list of product types within TIPWeb-IT
Room Types Multi-select drop down menu containing every room type in TIPWeb-IT respective to the selected site with an option to select all room types listed
Staff Types General categories used to label different kinds of staff members within a site. Examples are: Teacher, Technical Staff, Administrative Personnel, etc.
Grades Refers to the grade level assigned to staff/student members
Ignore Tags Modified After A calendar tool excluding all tags from room audits brought into TIPWeb-IT after the date indicated
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
Finalized displays the number of room audits, respective to the site, in the room audit status of Finalized

District Audit Grid

Field Description
Approve Site Audit 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
Deny Site Audit Changes all finalized room audits within the site audit back to the status of "In Progress" for continued editing
Edit Is located on each audit's row and is 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 with details of the selection (up to 13 alpha/numeric characters)
Status State of the audit (New, In Progress, Finalized, and Closed)
Modified Date Displays the last date the room audit was modified
Inventory Displays the inventory count of the tags located in the room
Verified Displays the inventory count of the tags which were verified in the room
Missing Displays the inventory count of the tags which were not verified to be located in the room
Found Displays the inventory count of the tags that were expected to be located in this room but were located in another room
Misplaced Displays the inventory count of the tags which were located in this room yet expected to be located in another room
Actions Functions allowing the site user to affect the room's audit
Audit Details Allows the site level to add notes to each Missing and/or Misplaced tag while displaying the room audit's details, including: Audit Status, Last Modified Date, Last Modified By, Created Date, Created By, Finalized Date, Finalized By, Audit Inventory counts, detailed product information, Tag Number, and Tag details
Audit Summary Report
  • For Rooms includes: Room Number, Room Name, Room Type, Site Name, Date Printed, Audit Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Finalized By, Finalized Date, Audit Inventory counts (Verified/Found/Missing/Misplaced), State, Product, Tag Number, Asset Type, Expected Location, Audit Location, and Action Taken
  • For Staff includes: Staff ID, Staff Name, Staff Type, Site Name, Date Printed, Audit Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Finalized By, Finalized Date, Audit Inventory counts (Verified/Found/Missing/Misplaced), State, Product, Tag Number, Asset Type, Expected Location, Audit Location, and Action Taken
  • For Students includes: Student ID, Student Name, Site Name, Date Printed, Audit Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Finalized By, Finalized Date, Audit Inventory counts (Verified/Found/Missing/Misplaced), State, Product, Tag Number, Asset Type, Expected Location, Audit Location, and Action Taken
Deny Room Audit Changes the respective finalized room audit back to "In Progress" for continued editing

Audits Reports

The Audits page provides one report to be view/printed that compiles information from multiple sites for viewing in one report.

The Audit Listing Report provides, in CSV format, a list of all the district initiated audits across all sites based on the filters applied to the View Site Audits grid. The report includes Audit Name, Site, Created Date, Last Modified Date, New, In Progress, Finalized, Closed, and Progress.