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 assignment to a district created audit

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

·        Restrict Site Access - when selected, restricts site level users from: Finalizing an audit for the respective room, staff or student, Deleting a district created room audit, or Removing product(s) from a district created room audit (this does not prevent the user from conducting the audit).

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

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

·        Room Type - multi-select drop down menu containing every room type in TIPWeb-IT respective to the selected site with an option to select all room types listed

·        Staff Type - general categories used to label different kinds of staff members within a site.  Examples are:  Teacher, Technical Staff Administrative Personnel, etc...

·        Grade - 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.

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

• Show Closed – displays closed audits within the audit grid

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

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

• Created Date - displays the date the audit is created

• 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

• Finalized - displays the number of room audits, respective to the site, in the room audit status of Finalized

• 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 Finalized and Closed or if the site Approved the site audit results

• Actions Column:

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

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

• Sync Found Items  - matches up missing tags from a current audit with misplaced tags on district initiated Finalized and Approved audits, and updates their status to Foun

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

1. Actions Column:

   1. • Room Audit Details - opens the Room Audit Details window, lists each tag audit state information assigned to the respective district created room audit

      • Room Audit Summary Report - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) 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, Audit Status, Created By, Created Date, Last Modified By, Last Modified Date, Initiated By, Approved By, Approved Date, Finalized By, Finalized Date, Audit Inventory counts (Verified/Found/Missing/Misplaced), State, Product, Tag Number, Asset Type, Expected Location, Audit Location, and Action Taken

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

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

      •  Audit Detail 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 list of the 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 By, Audit Status, Action Taken, Product Number, Product Name, Model, Manufacturer, Product Type, Inventory Status, Tag Notes, Order Number, Funding Source, 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 Finalized audits) based on the filtered results of the respective room audit results (includes site created room audits and administrative level created room audits).

• Show 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).

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

  • Tag Audit State - multi select drop down menu containing a list of available tag audit states within TIPWeb-IT

  • Location Audit Status - multi select drop down menu containing a list of audit statuses (includes Closed, Finalized, In Progress, and New)

  • Product Type - multi select drop down menu containing a list of product types within TIPWeb-IT

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

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

  • 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)

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

  • Funding Source - the source of financial resources used to purchase an item

  • 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)

  • Audit Date - a calendar tool excluding all audited tags after the date indicated

  • Last Scan Date - a calendar tool limiting all audited tags respective to the desired settings indicated

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

  • Tag - filter for a specific tag for reconciliation
    

• Reconcile Audits Grid - displays tags and their audit details respective to the audit filters (defaults to display only district created site audit results)

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

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

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

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

• 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

• Product Name - name of the product

• Tag Status – the current status of the tag

• Funding Source - the source of financial resources used to purchase an item

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

• Expected Location - the current location associated with the tag

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

• Audit Date - displays the date the audit was conducted

• 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 two reports to be view/printed that compile information from multiple sites for viewing in one report.

• Under View Site Audits:

• 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.) (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 district 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, New, In Progress, Finalized, Closed, and Progress.

• 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 list of the 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 By, Audit Status, Action Taken, Product Number, Product Name, Model, Manufacturer, Product Type, Inventory Status, Tag Notes, Order Number, Funding Source, and Purchase Price)

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.