The Staff Inventory Transfer feature enhances inventory management by automating the transfer of staff-assigned inventory between campuses, triggered by the nightly SIS/HR data files received and processed for the district within the Asset Management system. This functionality uses district-level settings to control transfer criteria (product type, grade, status), ensuring efficient and precise asset tracking when staff members move locations. It reduces the need for manual adjustments and provides greater control over asset allocation.
This feature requires the SIS/HR nightly data import into Asset Management.
Staff Deactivation Configuration
To fully utilize the Staff Inventory Transfer feature, the "Staff Deactivation" setting should be enabled for your district. This setting ensures that staff records at the originating campus are properly deactivated during the transfer process, allowing the system to effectively manage inventory transitions.
What Happens Without Staff Deactivation?
If the staff deactivation is not enabled:
- Staff records at the previous campus will remain active even after a transfer, leading to potential discrepancies in inventory management.
- The feature’s full functionality, including accurate inventory updates and transfer logs, may be impacted.
How to Enable Staff Deactivation
Contact Frontline Support to confirm or request activation. Frontline Support will assist in enabling the setting to ensure seamless functionality.
Activating this setting may require a brief configuration period, so it is recommended to plan accordingly.
By ensuring staff deactivation is enabled, districts can maximize the efficiency and accuracy of the Staff Inventory Transfer feature.
District Settings
As an Admin, to enable Staff Inventory Transfer, navigate to District Settings, then Inventory Management Settings. When first setting up Staff Inventory Transfer, the setting's checkbox will be unchecked by default. To enable Staff Inventory Transfer, select the Automatically Transfer Staff Inventory Data checkbox.
Enable Staff Inventory Transfer
- Log into the Frontline Asset Management System with administrative credentials.
- Navigate to District Settings > Inventory Management Settings.
- Locate the “Student/Staff Inventory Data” section.
- Ensure the Automatically Transfer Staff Inventory Data checkbox is enabled.
- Once enabled, Staff Inventory Transfer will automatically transfer inventory data as staff move overnight during SIS/HR file processing.
Configure Transfer Criteria
When the Automatically Transfer Staff Inventory Data checkbox is enabled, districts can define specific exclusions based on the following parameters:
Product Type(s)
Select product types (for example, “Computers - CPUs”) that should not be transferred automatically with the staff record.
Any inventory associated with the selected product types will remain at the current site assigned to the staff member, even if the SIS file indicates the staff member record has moved to a different site.
Grade(s)
Select staff grades (for example, "12th grade") that should not be included in automatic inventory transfers.
Any inventory assigned to staff in the excluded grades will remain at the current site, even if the SIS file indicates the staff member record has moved to a different site.
Status(es)
Select device status(es) (for example, “In Repair”) that should not be included in automatic inventory transfers.
Any inventory currently in the excluded status will remain at the current site until the status changes.
Save your changes by clicking Save Settings at the bottom of the configuration screen.
Staff Inventory Transfer with No Restrictions
Scenario
A staff member assigned inventory is transferred to a new site (as indicated by the nightly SIS/HR data file) without any grade, product type, or status exclusions.
Outcome
- The inventory is transferred along with the staff member record to the new site.
- The staff member record is deactivated at the previous site.
Staff Inventory Transfer with Outstanding Charges
Scenario
A staff member record with assigned inventory is transferred to a new site (as indicated by the nightly SIS/HR data file) and the staff member has an outstanding charge associated with their inventory.
Outcome
- The device transfers with the staff member record to the new site.
- The staff member record will remain active at the previous site due to the outstanding charge.
- The outstanding charge will be visible at both the previous and new sites.
Staff Inventory Transfer with Grade-Based Exclusions
Scenario
A staff member record with assigned inventory is transferred to a new site and is now designated as 12th grade (as indicated by the nightly SIS data file). The district settings exclude inventory transfers for inventory assigned to 12th-grade staff.
Outcome
- The staff member record transfers to the new site.
- Inventory associated with the staff member record remains at the previous campus, adhering to the grade-based exclusion settings.
Staff Inventory Transfer with Product Type-Based Exclusions
Scenario
A staff member record with assigned inventory of product type “Computers - CPUs” is transferred to a new site (as indicated by the nightly SIS/HR data file). The district settings exclude inventory transfers for inventory with the product type “Computers - CPUs.”
Outcome
- The staff member record transfers to the new site.
- Inventory with the excluded product type “Computers - CPUs” remains at the previous site, adhering to the product type-based exclusion settings.
Staff Inventory Transfer with Status-Based Exclusions
Scenario
A staff member record with assigned inventory in the status “In Repair” is transferred to a new site (as indicated by the nightly SIS/HR data file). The district settings exclude inventory transfers for devices in the status “In Repair.”
Outcome
- The staff member record transfers to the new site.
- Inventory with the excluded status “In Repair” remains at the previous site, adhering to the status-based exclusion settings.