Staff: Overview

Staff are the employees within a site to which items are issued. The Staff grid allows you to search for active staff members (default) and inactive staff members (if "Show Inactive" is selected).  Staff members are imported/updated on a nightly basis from the student management system.  There are multiple functions allowing a site user to perform tasks pertaining to adding staff members, editing existing staff member details, issuing items to staff members, and reporting inventory and inventory history for each staff member.

Staff Functionality

Staff allows a site user to perform multiple tasks pertaining to adding staff members and the inventory for each staff member.

• Add Record - add a staff member to this site

• Show Inactive - when checked, allows a search for and view of staff members marked as inactive

• Search Fields - located at the top of the Staff grid, allows a search for a specific staff member using the Staff ID, First Name, Middle Name, Last Name, Grade, Homeroom, and/or Staff Type

• Edit - is located on each staff member's row and is the process by which a site user may add/edit the respective staff member's details

• Actions - functions allowing the site user to affect the item's status

·        Issue Inventory to Staff   - is located on each staff member's row and is the process by which a site assigns an item to the respective staff member

·        Inventory History - is located on each staff member's row and displays the inventory history of the respective staff member, including: Product Number, Product Name, Tag, Status, Date, Source, Destination, Notes, and Custom Field Information.

·     View Transaction Receipt Report  - is located on each staff member's row and displays, in PDF format, a listing of all products and the respective tag numbers issued to the staff member

·        Assess Charge  - is located on each staff member's row and is the process used to add charges to a staff member for lost, stolen tags and/or accessories

Staff Reports

The Staff page provides four reports to be view/printed.

• Please Select Staff Report drop down menu located above the blue grid header (results are dependent on how the Staff grid is filtered):

• Barcode IDs - provides, in PDF format, a listing of all the staff members, their ID numbers, and their respective ID number barcodes

• Accessory Listing - provides, in CSV format, a list of the quantity of accessories issued and missing to all staff. The report includes Staff ID, Last Name, First Name, Middle Name, Grade, Homeroom, Staff Type, Status, Tag, Product Name, Accessory name, Issued Date, Quantity Issued, Quantity Missing, and Missing Value

• Charge Listing - provides, in CSV format, a list of the staff with assessed charges (satisfied and/or unsatisfied). The report includes Staff ID, Last Name, First Name, Staff Type, Status, Grade, Homeroom, Product, Tag, Charge Type, Description, Charge Notes, Issue Date, Site Name, Charge Amount, Amount Paid, Amount Due, and Satisfied Date

• Inventory Due Date Listing – provides, in CSV format, a list of staff with overdue items. The report includes Staff ID, First, Middle, Last, Staff Type, Status, Grade, Homeroom, Phone, E-mail, Product Name, Tag, Due Date, and Past Due

• Staff Listing- provides, in CSV format, a list of the staff members within a site

• Charge Activity Listing - provides, in CSV format, a list of the staff’s respective charges (satisfied or unsatisfied), and any charge payments (payment, void, or refund). The report includes Staff ID, Last Name, First Name, Middle Name, Staff Type, Status, Grade, Homeroom, Product, Tag, Charge Type, Description,  Charge Notes, Issue Date, Site Name, Charge Amount, Activity Date, Activity Type, Activity Amount, Activity Notes, Activity Recorded By, and Satisfied Date

• Staff Inventory Status - provides, in CSV format, a list of staff members, items issued to them, and the respective details of those items within a site. The report includes Site Name, Staff ID, Last Name, First Name, Middle Name, Grade, Homeroom, Staff Type, Staff Status, Product, Model, Product Type, Suggested Price, Tag, Serial, Asset Type, Parent Tag, Tag Status, Status ID, Scan Date, and Status Notes

Staff Grid area:

• View Transaction Receipt Report - located on each staff member's row and provides, in PDF format, a list of all products and the respective tag numbers issued to the staff member

Staff Details

The Details tab displays each staff member's detailed information as imported into TIPWeb-IT from the student management system and/or as entered by the site user.

• Staff ID - an alpha and/or numeric identification number  

• First - first name of staff member  

• Middle - middle name of staff member  

• Last - last name of staff member  

• Staff Type - general categories used to label different types of staff members within a site (such as:  Teacher, Technical Staff, Administrative Personnel, etc...)

• Grade - grade level to which the staff member is associated

• Homeroom - homeroom to which the staff member is associated

• Address 1 - address of staff member  

• Address 2 - secondary address of staff member  

• City - city of staff member  

• State - state of staff member  

• Zip - zip code of staff member  

• Phone - phone number of staff member  

• E-mail -  e-mail address of staff member  

• Status - status of staff member

• Current Site - current location of staff member

• Notes - display any site user created notes

Staff Inventory

The Inventory tab displays each staff member's inventory counts by product.

• Product Number - an auto generated field; however, the district has the option to enter their own product number

• Product Name - name of the product

• Tag -  unique identifier affixed to each item (which could be a district asset tag and/or a TIPWeb-IT created tag number) and used to track individual items within TIPWeb-IT

• Status - displays the status of any item currently issued to the staff member (such as: In Use, Lost, etc...)

• Scan Date - displays the last modified date for the respective item

• Issued From – name of site which the product was issued to the staff member

• Actions - functions allowing the site user to affect the item's status

·        Quick Collect - collects the item from the staff member, returning it to the original source

·        Product Distribution Receipt or Product Collection Receipt  - a PDF receipt listing items issued to or collected from a student and includes the student’s digital signature

·        Assess Charge  - allows the site user to assess a charge related to the item

Staff Charges

The Charges tab displays each charge the respective staff has accrued. Charges are assessed when an item has been damaged and/or before an item is issued as a prerequisite for that item's issuance.  

·        Product Name - name of the product

·        Tag -  unique identifier affixed to each item (a district asset tag and/or a TIPWeb-IT created tag number) and used to track individual items within TIPWeb-IT

·        Charge Type - created by a district level administrative to categorize charges and determine settings per charge type. A site user may or may not: change the price of a charge type, view percentages based on the product’s replacement price, or issue a charge type without an issued tag

·        Amount - displays the amount of the assessed charge (this may or may not be changed dependent on district level administrative settings)

·        Due - displays the remaining balance of the charge amount (a satisfied charge will display a zero balance)

·        Payments – displays the amount paid on the charge

·        Refunds – displays the amount refunded on the charge

·        Issued Date - displays the date the charge was issued to the staff member

·         Actions - allows the site user to take action on an assessed charge

·        New Charge Payment  - allows a site user to add a payment to the respective charge (partial or full payments)

·      Refund - allows a site user to refund part or all of a payment received for a respective charge

·        Charge Receipt   - (see Staff Reports section)

 Staff Attachment

The Attachment tab displays documents attached to the staff such as the signed Distribution receipt.  

·         Delete Attachment – deletes the file attachment

·         File name – name of the attached file

·         File size - size of the attached file

·          Notes – notes pertaining to the file

·          Date Attached – date file was attached to the staff account

·          Attached by – name of site administrator who attached the file to the staff account