Conduct an Audit

An Audit allows a site to scan tags associated to a Room, Staff and/or Student and quickly identify missing items, misplaced items, and update the location of misplaced items while auditing.  

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 can be created (by administrators) during the audit using Create New Product.

Note: District created room audits are also available to be conducted within the specific room's Audit tab.

View and Conduct from the Audits Page

Audits in the status of New or In Progress are eligible to add/edit tags.  All tags expected to be verified as part of an audit start out in the tag audit state of Missing.  As each expected tag is scanned into the audit, the tag's audit state moves from Missing to Verified.  

1.      Click on  , located on the top navigation bar.

2.      Filter the Audits grid to locate the desired audit.

3.      Click on the desired audit’s row and the District Audit Details window opens.

4.      Search for the desired room, staff or student

Note: The Location column is searchable. Enter or scan in the desired result to locate a specific staff/student or room.

  Examples of search options are room, staff, student, Name of Staff/Student/Room, Staff/Student ID number, and room number.

5.      Click on  Edit, located on the same row.  This opens the Room Audit window.

6.      Scan/enter each tag number expected for the room, staff or student into the Enter Tag field.  

If a tag is entered, which is not expected for the current Room/Staff/Student, the Audit Scan Results window opens. Follow the steps below based on the audit location type.

When Conducting a Room Audit

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.

Enter all tags physically located in the particular room.  Do this even if the product is not listed on the Room Audit window as an expected product for the room.

7.      Select the Action for the scanned Tag.

Action Options: Verify/Mark Tag as Misplaced/Update Tag Location

Note: The selection determines the requirements and actions. See Notes below for explanation.

8.      Select the desired location in the Transfer To: drop down menu.

Note: Selections made for Transfer To determine the field requirements and actions.

9.      Select the desired status in the Collect to Status: drop down menu. (Room)

10.   Enter/Search for the desired Staff/Student ID: field. (Staff/Student)

11.   Type any notes in the Status/Audit Notes: field

12.   Click  Go.

13.   Click  Save to leave the Room Audit window.

14.   Click  Finalize to the end and lock the audit from additional tag entries.  This changes the audit status from In Progress to Finalized.

Staff/Student Audit

7.      Select the Action for the scanned Tag.

Action Options: Mark Tag as Misplaced/Transfer to Staff or Student

If Transfer to Staff or Student is selected continue.

Note: The Transfer To: field auto-populates with the current staff or student.

8.      Verify/Select the desired location in the Transfer To: drop down menu.

9.      Verify/Enter the desired Staff/Student ID: field.

10.  Type any notes in the Audit Notes: field

11.   Click  Go.

12.   Click  Save to leave the Room Audit window.

13.   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  Edit, next to the desired room audit. The Room Audit window opens.  

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 Custom Field information, 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 found during a Room Audit 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  Edit, next to the desired room audit. The Room Audit window opens.  

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

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

4.      Enter the Product details.  Red fields are required information.

5.   Click  Save, located at the bottom of the window.

NOTE:

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

Based on the expected location of the tag, TIPWeb-IT identifies each tag as Missing, Misplaced, Found or Verified.

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 to remove the tag from the audit.  If the icon is grayed out, it is no longer available to be undone.

The district reconciles tag audit results for Missing or Misplaced items.  The site level does not have control of the reconcile process for district created audits.  For this reason, the site can share specific information with the district concerning one or more tags located within Finalized room audits.  The district can utilize these notes when reconciling Missing or Misplaced tags. Review how to Add a Note to a Missing or Misplaced Tag.

Room Audits:

·        Tags in the state of Missing which are expected in another location have the following action options:

o   Verify Tag:  Automatically verifies tag at the current location.

o   Mark Tag as Misplaced:  Marks the tag as Misplaced for the district to reconcile.

o   Update Tag Location:  Marks the tag as Misplaced, reconciling the tag while moving the tag to the current location.

·        Tags in the state of Misplaced, that are currently in another audit location when the tag is scanned, have two action options:

o   Update Found Location:  Update the found status location.

o   Update Tag Location:  Update the found status location and move the tag.

Staff/Student Audits:

·        Tags in the state of Missing have the following action options:

o   Mark Tag as Misplaced:  Marks the tag as Misplaced for the district to reconcile.

o   Transfer to Staff or Student:  Marks the tag as Misplaced. The user performs a reconciliation action moving the tag to the current staff or student.

§  Selecting this action brings up the Update Tag Location window, Room is not an option in the Transfer To drop down.