Conduct a Room Audit

An Audit allows a site to scan all tags in a room and quickly identify missing items, misplaced items, and where those misplaced items should be located.  Audits can be created by the site and by the district level.  

District created audits can be limited by desired Product Type(s) and Room Type(s).  District created room audits group all respective room audits together within the Audits page.

When conducting a Room Audit, items located in the room but not found on an audit can be initialized (by administrators and site users) using Initialize Room Inventory, or created (by administrators) during the audit using Create New Product.

Conduct a Room Audit

Room Audits in the status of New or In Progress are eligible to add/edit tags scanning all tags in a room.  All respective tags expected to be located in the room start out in the tag audit state of Missing.  As each expected tag is scanned into the room audit, the tag's audit state moves from Missing to Verified.  Any tag scanned into a room audit for which it is not expected to be located is added to the room audit as Misplaced. The tag then appears in the expected room location as Found if that room has an audit in progress.

1. Click on , located on the top navigation bar.
2. Filter the Rooms grid to locate the desired room.
3. Click on the desired room’s row and the grid expands displaying all tabs.
4. Click on the Audits tab.
5. Search for the desired room audit.
6. Click on Edit, located on the same row.  This opens the Room Audit window.
7. Scan/enter each tag number located in the respective room into the Enter Tag field.  
   
   Enter all tags physically located in the respective room.  Do this even if the product is not listed on the Room Audit window as an expected product for the room.  TIPWeb-IT identifies each tag as Missing, Misplaced, Found or Verified.
8. Click  Save to leave the Room Audit window.
9. Click  Finalize to the end and lock the audit from additional tag entries.  This changes the audit status from In Progress to Finalized.

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.

1.   Click on  , located on the top navigation bar. The Rooms grid expands.

2.     Click on the  Initialize Room Inventory icon. The Initialize Room Inventory window opens.

3.     Enter the product number in the Product Number field.

4.     Select the Funding Source: from the dropdown menu.

5.     Select the Status: from the dropdown menu.

6.     Enter the Image Date, if applicable.

7.     Scan/enter the tag number in the Tag: field.  

8.  Scan/enter the serial number in the Serial: field.

9.  Click  Save.

10.   Click on  Done to close the Initialize Room Inventory window.

Create New Product

When an asset is found during a Room Audit, but does not appear in your catalog, a district administrator can add it using the Create New Product feature from the Room Audit window.

1.      Click on , located on the top navigation bar. The Rooms grid expands.

2.     Click on the  Initialize Room Inventory icon. The Initialize Room Inventory window opens.

3.   Click Add New Product. The Create New Product window opens within the Initialize Room Inventory window.

4.     The Product Number field is automatically populated.

5.     Enter the remaining product information in the appropriate fields.

6.  Click  Save.

7.  Click on   to close the Initialize Room Inventory window.

NOTE:

The Found state functions until a District audit has been approved or until a Site created room audit has been finalized.