Audits: Overview

The Audits page provides the administrative level the ability to initiate, view the progress, and reconcile tag audit states.

When an (*) asterisk is located next to a step there will be supplemental information regarding the step within the Notes area below.

Initiate Site Audit

Initiate Site Audit allows the administrative level to create room audits by Site(s), Product Type(s), Room Type(s), Staff Type(s), and Grade(s).

·     Audit Name - unique alpha/numeric designation of an administrative created audit

·        Audit For – specifies what location in the audit, can include individual selections or combination of rooms, staff, and/or students.

·        Audit Due Date – specifies the date  the audit must be completed/marked as Scan Complete.

·        Restrict Site Access - when selected, restricting site access will prevent the site from: Finalizing an audit; Deleting an audit; and Removing items from an audit. This does not prevent the user from conducting the audit.

·        Site - drop down menu containing a list of each site name within TIPWeb-IT

·       Product Type(s) - multi select drop down menu containing a list of product types within TIPWeb-IT

·        Room Type(s) - multi-select drop down menu containing every room type in TIPWeb-IT respective to the selected site(s)

·        Staff Type - general categories used to label different kinds of staff members within a site.

·     Grade(s) - 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

·        E-Mail Staff to Audit Homerooms- e-mail staff members to perform an audit of items assigned to their homeroom. *

·        E-Mail Staff to Audit Inventory - e-mail staff members to perform an audit of items assigned to them. *

View Site Audits

View Site Audits, located on the top navigation bar under Audits, allows the administrative level to view all site audits created by the administrative level and the site's progress in performing the respective room audits.

Basic Filters - allows the administrative level to search for specific tag information in order to identify tags available to reconcile (at least one filter must be selected).

o   Audit Name - unique alpha/numeric assignment to a district created audit

o   Region - description of the different physical locations of the sites (such as North, South, East of River, etc...)

o   Site - single select drop down menu containing a list of each site by name within TIPWeb-IT

o   Created Date - displays the date the audit is created by the district level

o   Audit Due Date - displays the date by which the audit must be completed.

o   Last Modified Date - displays the last date any room audit within the respective site has been modified (includes changing the audit status)

o   Progress - displays the percentage of room audits, respective to the site, in the room audit status of Scanned, Reconciled or if the site Closed the site audit results.

o   Compliance - displays the compliance status of the sites regarding the audit.

o   Police Report Required - displays the requirements regarding a police report for tags in the status of Lost or Stolen.

View Site Audits Grid

·        Add Record - initiates a site audit to a specific site

·        Show Closed – displays closed audits within the audit grid

·        Edit Columns - located at the top of the View Site Audits grid, allows a district administrative user to select which columns display on the View Site Audits grid and in what order they display.

Available fields include: Audit Name, Created Date, Audit Due Date, Last Modified Date, New, In Progress, Scan Complete, Closed, Progress, Compliance, Action, Site, Inventory, Verified, Missing, Misplaced, Police Report.

·        Audit Name - unique alpha/numeric designation of an administrative created audit

·        Site - drop down menu containing a list of each site by name within TIPWeb-IT

·        Created Date - displays the date the audit is created

·        Audit Due Date – displays the date the audit must be completed/finalized. Due dates not completed/finalized by the due date appear in red.

·        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

·        Scan Complete - displays the number of room audits, respective to the site, in the room audit status of Scan Complete

·        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 Scanned, Reconciled or if the site Closed the site audit results.

·        Compliance - displays the compliance status of the sites regarding the audit.

·        Actions Column:

• Move to Reconcile - opens the Reconcile Inventory window and allows user to take action in bulk on the filtered tags

• Complete Scan of All Audits - changes all of the room audit statuses from In Progress to Complete Scan (the site view still needs to approve the audit results)

• Lock/Unlock Site Access - when selected, restricts site level users from: marking an audit as Scan Complete for the respective room, Deleting a district created room audit, and Removing product(s) from a district created room audit.

• Audit Compliance Report - opens the Audit Compliance Report in PDF format and allows user to e-mail a copy of the report

·        District Audit Details - opens the District Audit Details window, lists each room audit's summary information assigned to the district created site audit

  ·        Actions:

1. • Reopen All  - reopens an inventory approved be a site if no Misplaced or Missing tags have been reconciled

   • Room Audit Details - opens the Room Audit Details window, lists each tag audit state

   • Room Audit Summary Report - provides, in PDF format, is located on each audit's row and contains the respective room, staff, or students audit's details,

   ·       Rooms includes: Room Number, Room Name, Room Type, Site Name, Date Printed, Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Finalized By, Finalized Date, Audit Inventory quantities (Verified/Found/Missing/Misplaced), State, Product, Tag, Asset Type, Expected Location, Audit Location, and Action Taken

   ·       Staff includes: Staff ID, Staff Name, Staff Type, Site Name, Date Printed, Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Scan Completed By, Scan Completed Date, Audit Inventory quantities (Verified/Found/Missing/Misplaced), State, Product, Tag, Asset Type, Expected Location, Audit Location, and Action Taken

   ·       Students includes: Student ID, Student Name, Site Name, Date Printed, Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Scan Completed By, Scan Completed Date, Audit Inventory quantities (Verified/Found/Missing/Misplaced), State, Product, Tag, Asset Type, Expected Location, Audit Location, and Action Taken

   ·       Audit Detail Report - provides, in CSV format, a list of tags and their last audit state from room audits based on the filters applied to the Reconcile Audits grid and by the available audit filters (Site ID, Site Name, Tag, Asset Type, Parent Tag, Serial Number, Audit State, Audit Location, Expected Location, Location Type, Grade, Audit Date, Audit Due Date, Audit By, Audit Status, Action Taken, Product Number, Product Name, Model, Manufacturer, Product Type, Inventory Status, Tag Notes, Order Number, Funding Source, Department, and Purchase Price). *

Reconcile Audits

Reconcile Audits, located on the top navigation bar under Audits, allows the administrative level to change tag statuses (located within Scan Complete audits) based on the filtered results of the respective room audit (includes site created room audits and administrative level created room audits).

·        Basic Filters - allows the administrative level to search for specific tag information to identify tags available to reconcile (at least one filter must be selected).

o   Audit Name– drop down menu containing a list of available audits within TIPWeb-IT

o   Tag Audit State - multi select drop down menu containing a list of available tag audit states within TIPWeb-IT (Found, Misplaced, Missing, and Verified)

o   Location Audit Status - multi select drop down menu containing a list of audit statuses (Scan Complete, In Progress, and New)

o   Action Taken - multi select drop down menu containing a list of available actions (No Action Taken, Collected, Ignored, Transfer to Room, Transfer to Staff, Transfer to Student, Auctioned, Disposed, Lost, Recycled, Returned to Vendor, Sold, Stolen, Surplus, and Used for Parts)

o   Site Name - multi select drop down menu containing a list of each site name within TIPWeb-IT

o   Expected Location Site - multi select drop down menu containing a list of possible matching audit site categories (Matches Audit Site and Does Not Match Audit Site)

o   Expected Location Type - multi select drop down menu containing a list of location types (Room, Staff, and Student)

o   Tag Status - multi select drop down menu containing a list of tag statuses (Auctioned, Available, Disposed, In Repair, In Transit, In Use, Lost, Pending Transfer, Recycled, Returned to Vendor, and Sold)

o   Funding Source - multi select drop down menu of financial resources used to purchase an item

o   Product Type - filter for a product type within TIPWeb-IT

o   Asset Type - multi select drop down menu containing a list of tag component associations (Standalone, Parent, or Component)

·        Advanced Filters - allows the administrative level to search for specific tag information in order to identify tags available to reconcile (at least one filter must be selected).

o   Tag List/Serial List - filter for a specific tag or serial number for reconciliation

o   Audit Date - a calendar tool excluding all audited tags respective to the time frame indicated

o   Audit Due Date - a calendar tool limiting all audited tags with due dates respective to the time frame indicated

o   Last Scan Date - a calendar tool limiting all audited tags respective to the respective to the time frame indicated

o   Price - a filter respective to each tag’s purchase price (may be different than the product’s suggested price)

o   Include Site Audits - when selected displays the most recent tag audit state per tag regardless if it was a site level audit or a district created audit

o   Show Only Approved - when selected displays tag audit state information only within administrative created audits Approved by the site level

·        Reconcile Audits Grid - displays tags and their audit details respective to the audit filters (defaults to display only administrative created site audits)

o   Edit Columns - located at the top of the Reconcile Audits grid, allows an administrative user to select which columns display on the Reconcile grid and in what order they display.

Available fields include: Tag, Audit State, Actions, Asset Type, Audit Date, Audit Due Date, Audit Location, Expected Location, Funding Source, Last Scan Date, Product Name, Product Type, Serial, and Tag Status.

o   Reconcile - opens the Reconcile Inventory window and allows an administrative user to take action in bulk on the filtered tags

o   Audit State - displays respective tag audit states (includes Missing, Misplaced, and Verified)

o   Tag - unique identifier affixed to each item (an asset tag or TIPWeb-IT created tag number) and used to track individual items within TIPWeb-IT

o   Product Name - name of the product

o   Tag Status – the current status of the tag

o   Funding Source - the financial resources used to purchase an item

o   Last Scan Date - the date the tag was last issued and/or a change of status was made in TIPWeb-IT

o   Expected Location - the current location associated with the tag

o   Audit Location - the location the tag was found during an audit

o   Audit Date - displays the date the audit was conducted

o   Actions Column:

·        Select Action - line item tool to reconcile the respective tag with the available reconciliation options

·        Reconcile Audit Note - appears when a note was recorded when a tag audit state of Missing or Misplaced are reconciled or if the site made a note on the respective room audit (mousing over the icon will display the specific note)

Audits Reports

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

• Under View Site Audits:

• Full Audit Compliance Report - provides, in PDF format, an outline for each approved/closed audit on the View Site Audits grid. The report includes Audit Name, Inventory, Verified, Missing, and Misplaced; Created Date, Approved Date, and Completed Date.

• Audit Listing- provides, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a list of all the administrative 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, Audit Due Date, New, In Progress, Scan Complete, Closed, and Progress, Police Report, Inventory, Verified, Misplaced, Missing, Compliance Status, and Recent Notes on Compliance Report.

• Under the Actions column on the District Initiated Audits grid (click District Audit Details):

• District Audit Listing Report - provides, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a breakdown of the results of an entire district initiated audit based on the filters applied to the District Audit Details grid. The report includes Location, Status, Modified Date, Inventory, Verified, Found, Missing, Misplaced, Audit Due Date, Approved By, Approved Date, Scan Completed By, Scan Completed Date, Total Inventory, Total Verified, Total Found, Total Missing, and Total Misplaced.

• Under Reconcile Audits:

• Audit Details Report - provides, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a filtered list of tags and their last audit state from room audits. This report includes: 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 Due Date, Audit By, Audit Status, Action Taken, Audit Notes, Product Number, Product Name, Model, Manufacturer, Product Type, Tag Status, Tag Notes, Order Number, Funding Source, Department, Purchase Price, and Facility ID.

• Closed Audit Details Report - provides, in CSV format, a filtered list of tags and their last audit state from closed room audits. This report includes: 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 Due Date, Audit By, Audit Status, Action Taken, Audit Notes, Product Number, Product Name, Model, Manufacturer, Product Type, Tag Status, Tag Notes, Order Number, Funding Source, Department, Purchase Price, and Facility ID.

NOTE:

The Reconcile Audits area has two kinds of filter controls.  They are:

• Combo Dropbox - displays when there are less than 25 items to select from

Example:  

• Auto Complete Box  - Entering text into the field provides results to select (displays when there are more than 25 items to select from)

Example:  

* The E-Mail Staff to Audit Homerooms option is only available if Audit For: Room is selected.

* The E-Mail Staff to Audit Inventory option is only available if Audit For: Staff is selected. Staff members must be active and have a valid e-mail in their Staff profile in order to receive an e-mail.

E-mail notifications can only be sent out once a day. To resend an email notification, the audit must contain at least one homeroom in the status of NEW or IN PROGRESS with the e-mail option E-Mail Staff to Audit Homerooms enabled OR at least one staff location in the status of NEW or IN PROGRESS with the e-mail option E-Mail Staff to Audit Inventory enabled. If these requirements are not met, the action is hidden.

Notifications are done on a site-by-site basis.

* When running the Audit Detail Report from View Site Audits or Reconcile Audits, if Arrange by Audit Information is selected, the columns Audit Status, Audit State, Action Taken, and Status appear at the beginning of the spreadsheet.  

Customers with the Departments Feature installed and enabled, the Advanced Filters will display the “Department” field. Department column will then be included on the Audit Details Report.

On the View Site Audits and District Audit Details grids, hover the mouse over a help icon to view additional information about a topic.