Staff Deactivation Process

This process allows a site administrator to collect an item assigned to a staff member, in the status of In Use, directly from the staff member's account.

Staff Deactivation Process – Collect to a Room

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

2.   Filter for and/or click on the desired staff member's row.  

3.     Click on  Edit. The staff information window expands.

4.  The text, This Staff member has outstanding distributions, is displayed in red.

5.  Select the link, Click here to collect all inventory and deactivate. The Staff Inventory Collection and Deactivation window opens.

Note: If the user does not have quick collect and transfer permissions, the link will not be displayed..  For example, an administrator who does not have permissions to quick collect and initiate transfer, cannot see this link..

6.  Select Room from the Collect to: drop down menu.

7.  In the Return to Room field, enter the room number to which this tag will be collected and click on  Next.  If you can't remember the room number, click on the  Search and Select the desired room.

8.  Select the status from the Collect to Status: drop down menu.

9.  Type any notes in the Status Notes: field. Click the  Lock icon to secure.

10.  In the Tag field, enter or scan the tag number to be collected and click on  Save.

11.  If there are accessories which are required to be collected for this tag, they will be displayed.  Document accessories not being returned by editing the Collected accessory count.  *

12.  To collect the tag and respective accessories, click on  Collect.

13.  Click  Done to exit the Staff Inventory Collection and Deactivation window.

14.  Click  Done to exit the Staff Information window.

Staff Deactivation Process – Collect to a Site

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

2.   Filter for and/or click on the desired staff member's row.  

3.      Click on   Edit. The staff information window expands.

4.    The text This Staff member has outstanding distributions, displays in red.

5.      Select the link Click here to collect all inventory and deactivate. The Staff Inventory Collection and Deactivation window opens.

Note: If the user does not have quick collect and transfer permissions, the link will not be displayed..  For example, an administrator who does not have permissions to quick collect and initiate transfer, cannot see this link..

6.   Select Site from the Destination Site: dropdown menu.

6a.  If a site the staff ID already exists is selected, then an additional option will appear called Automatically Issue to <STAFF NAME>.  **

6b.  Select the checkbox Automatically Issue to <STAFF NAME>.

Note: The tag is automatically transferred to the destination site, room and issued to the same staff member.

7.      In the Destination Room field, enter the room to which this tag will be collected.

8.      Select the status from the Collect to Status: dropdown menu.

9.   Type any notes in the Status Notes: field. Click the  Lock icon to secure.

10.   In the Tag field, enter or scan the tag number to be collected and click on  Save.

11.   If there are accessories which are required to be collected for this tag, they will be displayed.  Document accessories not being returned by editing the collected accessory count. *

12.   To collect the tag and respective accessories, click on  Collect .

13.   Under Complete a green  will display.

14.   Click  Done to exit the Staff Inventory Collection and Deactivation window.

15.   Click  Done to exit the Staff Information window.

NOTE:

• If the tag scanned contains a restricted funding source, it cannot be moved through the Staff Deactivation Process. 

1. • The site administrator will need to transfer the funding source in order to conduct the Staff Deactivation Process for the tag.
   • An error will trigger preventing the user from transferring this tag that displays Tag <TAG NUMBER> contains a restricted funding source that you do not have permission to transfer.

** Selecting Automatically Issue to <STAFF NAME> triggers the following:

·        The inventory automatically transfers to the destination site / destination room.

·        The inventory automatically issued to the staff member.

·         If the option is selected, ‘Available’ will no longer be an option in the Status dropdown.

·         Accessory collection is not an option during this process – all accessories are moved along with the asset.

·         Status and Inventory History for the tag number automatically update with the appropriate data. 

* During the deactivation process, if an accessory, which has the Missing Charge setting enabled, is not returned, a charge will be assessed based on the price designated for the accessory. The charge will be viewable under the staff record. The staff member will not be deactivated.