Asset Management for ITI

Transcription

1 Los Angeles Unified School District Asset Management for ITI Handbook of Business Processes IT Asset Management for ITI

2 Table of Contents BUSINESS PROCESS MODEL NOTATION ISSUE NEW LEARNING TOOL Section 1: Issue Learning Tool New Student Section 2: Issue Learning Tool New Employee Lost Learning Tool Section 3: Lost Learning Tool Student Section 4: Lost Learning Tool Employee STOLEN LEARNING TOOL Section 5: Stolen Learning Tool Student Section 6: Stolen Learning Tool Employee DAMAGED LEARNING TOOL Section 7: Damaged Learning Tool Student Section 8: Damaged Learning Tool Employee DEFECTIVE LEARNING TOOL Section 9: Defective Learning Tool Student Section 10: Defective Learning Tool Employee CHANGE CLASSROOM Section 11: Change Classroom Student Section 12: Change Classroom / Office Employee LEAVE THE SCHOOL Section 13: Leave School Student Section 14: Leave School Employee SMI & PERIPHERALS Section 15: Replenish School Managed Inventory (SMI) Section 16: Request Peripherals Section 17: Damaged Cart Section 18: Check-in Learning Tool Section 19: Check-out Learning Tool Single Section 20: Check-out Learning Tool Multiple APPENDIX Appendix 1: Tutorial Marking an Item Lost or Stolen Appendix 2: Tutorial Transfers

3 QUICK REFERENCE GUIDE BUSINESS PROCESS MODEL NOTATION ITD Asset Management ITI Business Process Handbook Page 2 Page of 143 1

4 SECTION 1 Business Process -01 Issue Learning Tool - Student Page 3 of 143

5 QUICK REFERENCE GUIDE BP-01 ISSUE LEARNING TOOL NEW STUDENT Process Flow: Learning Tool is checked out to the Student in Resource Manager AFTER it is personalized and delivered to Student Process Triggers New student arrives at school Tasks Confirm Student information Name District ID Classroom # / Office # ITD HELP DESK Submit New Device Provisioning Request to ITD COORDINATE WITH MCSA Confirm appointment for device personalization with ITI MCSA ITI MCSA will provide status of device personalization DESTINY RESOURCE MANAGER Issue SMI Learning Tool to Student Refer to Sub-Process CA-01 on the next page for details about issuing Learning Tool from SMI ITD Asset Management BP-01ssue Learning Tool New Student Page 4 Page of 143 1

6 QUICK REFERENCE GUIDE CA-01 ISSUE SMI DEVICE - STUDENT Process Flow: Learning Tool is checked out to the Student in Resource Manager and given to the student AFTER it is personalized and delivered Process Trigger IDM receives notification from MCSA that personalization is complete plus device ID and student name / district ID Tasks Check-in Learning Tool o Note: Device should be checked out to principal Find the student s record Check-out SMI Learning Tool to student Update Grade Level: Change grade level from SMI to Student s grade level Update Home Location For schools allowing devices to go home o o For Students opting to take device home, change Home Location to room number of Student s homeroom / Advisory Period For Students opting to leave device at school, change Home Location to ID of assigned cart For schools not allowing devices to go home o Change Home Location to ID of cart in Student s classroom ITD Asset Management CA-01 Issue SMI Device Student Page 5 Page of 143 2

7 STEP-BY-STEP NAVIGATION SUBMIT NEW DEVICE PROVISIONING REQUEST A. Go http/achieve.lausd.net/helpdesk to submit a service request. Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Submit New Device Provisioning Request Page 6 Page of 143 1

8 STEP-BY-STEP NAVIGATION D. Click on Projects (COMMON CORE and other Projects) E. Click on COMMON CORE New Device Provisioning Request F. In STEP 2. My Issue (please describe) enter: Device ID (case tag#, LAUSD asset tag) NAME of [Student / Employee] GRADE LEVEL of Student / JOB DESCRIPTION of Employee Use one of the reasons listed here: 1. SMI device for NEW Student / Employee 2. SMI device replacing LOST [Student / Employee] device 3. SMI device replacing STOLEN [Student / Employee]device 4. SMI device replacing DAMAGED [Student / Employee] device 5. SMI device replacing DEFECTIVE [Student / Employee] device DESCRIPTION of Damage (broken display, cracked plastic, etc.) Click Submit ITD Asset Management Submit New Device Provisioning Request Page 7 Page of 143 2

9 STEP-BY-STEP NAVIGATION CA-01 ISSUE SMI LEARNING TOOL - STUDENT Steps in Asset Manager Check In Assets -- SMI Learning Tool is assigned to Principal Find Student s patron record Check Out Asset -- Assign Learning Tool to Student Update Asset -- Update Student s newly assigned Learning Tool Update Home Location Update Grade Level CA-01.2 CHECK IN SMI LEARNING TOOL CS4230 CS42300 Navigate to the Circulation tab Select Check In Assets from Sidebar Menu If Learning Tool is an ipad Scan Case Tag of the Learning Tool removed from SMI If Learning Tool is not an ipad Scan LAUSD Asset ID of the Learning Tool removed from SMI CA-01.3 FIND STUDENT S RECORD Remain on Circulation tab Select Check Out Assets from Sidebar Menu Enter the Student s Name Click Find Patron IT Asset Management CA-01 Issue SMI Learning Tool - Student Page 8 Page of 143 1

10 STEP-BY-STEP NAVIGATION CA-01.4 CHECK OUT LEARNING TOOL TO STUDENT Remain on Circulation Tab and Check Out Assets If Learning Tool is an ipad Scan Case Tag of the Learning Tool removed from SMI If Learning Tool is not an ipad Scan LAUSD Asset ID of the Learning Tool removed from SMI Results of checking out the ipad to the Student CA-01.5 UPDATE GRADE LEVEL Navigate to the Catalog tab Select Update Assets Select Asset Search from the Sidebar Menu Click on Edit Item button Result: Edit Item page showing Learning Tool asset record is displayed (Edit Item page not left) Caution: Do not edit any asset attributes on upper portion asset record IT Asset Management CA-01 Issue SMI Learning Tool - Student Page 9 Page of 143 2

11 STEP-BY-STEP NAVIGATION CA-01.5 UPDATE GRADE LEVEL (CONTINUED) Scroll down to end of page Grade Level will be /should be SMI Change Grade Level Clear SMI Note: This screen shot shows only the lower portion of the Edit Item page. Top portion of page is displayed below. Enter Student s numeric Grade Level Scroll to top of Edit Item page Click Save CA UPDATE HOME LOCATION CS42300 ipadcart Remain on Catalog tab Select Update Assets from Sidebar Menu Scan Case Tag if Learning Tool is an ipad; otherwise scan LAUSD Asset ID From the dropdown, select Home Location Update Home Location If Student doesn t take device home, select ID of cart in student s classroom If Student takes device home, select Student s home / advisory room # Click Update IT Asset Management CA-01 Issue SMI Learning Tool - Student Page 10 Page of 143 3

12 SECTION 2 Business Process -02 Issue Learning Tool - Employee Page 11 of 143

13 QUICK REFERENCE GUIDE BP-02 ISSUE LEARNING TOOL NEW EMPLOYEE Process Flow: Learning Tool is checked out to the Employee in Resource Manager AFTER it is personalized and delivered to Student Process Trigger IDM receives notification that new employee needs an ITI Learning Tool Tasks Confirm employee information Name District ID Classroom # / Office # ITD HELP DESK Complete and submit New Device Provisioning Request to ITD COORDINATE WITH MCSA Confirm appointment for device personalization with ITI MCSA ITI MCSA will provide status of device personalization DESTINY RESOURCE MANAGER Issue SMI Learning Tool to Employee Refer to Sub-Process CA-02 on the next page for details about issuing Learning Tool from SMI ITD Asset Management BP-02 Issue Learning Tool New Employee Page 12 Page of 143 1

14 QUICK REFERENCE GUIDE CA-02 ISSUE SMI DEVICE - EMPLOYEE Process Flow: Learning Tool is checked out to the Employee in Resource Manager AFTER it is personalized and delivered to Employee Process Trigger ITI MCSA confirms Learning Tool has been personalized and delivered to Employee and provides IDM with LAUSD asset ID or case tag # Tasks DESTINY RESOURCE MANAGER Check-in Learning Tool (currently checked out to principal) Search for Employee s patron record Check-out SMI Learning Tool to Employee Update Learning Tool attributes Change grade level from SMI to Teacher or Employee Change home location to Teacher s primary classroom or Employee s office number ITD Asset Management CA-02 Issue SMI Device Employee Page 13 Page of 1431

17 STEP-BY-STEP NAVIGATION CA-02 ISSUE SMI LEARNING TOOL - EMPLOYEE Steps in Asset Manager Check In Assets -- SMI Learning Tool is assigned to Principal Find Employee s patron record Check Out Asset -- Assign Learning Tool to Employee Update Asset -- Update Employee s newly assigned Learning Tool Update Home Location Update Grade Level CA-02.2 CHECK IN SMI LEARNING TOOL CS4230 CS42300 Navigate to the Circulation tab Select Check In Assets from Sidebar Menu If Learning Tool is an ipad Scan Case Tag of the Learning Tool removed from SMI If Learning Tool is not an ipad Scan LAUSD Asset ID of the Learning Tool removed from SMI CA-02.3 FIND EMPLOYEE S RECORD Remain on Circulation tab Select Check Out Assets from Sidebar Menu Enter the Employee s Name Click Find Patron IT Asset Management CA-02 Issue SMI Learning Tool - Employee Page 16 Page of 143 1

18 STEP-BY-STEP NAVIGATION CA-02.4 CHECK OUT LEARNING TOOL TO EMPLOYEE Remain on Circulation Tab and Check Out Assets If Learning Tool is an ipad Scan Case Tag of the Learning Tool removed from SMI If Learning Tool is not an ipad Scan LAUSD Asset ID of the Learning Tool removed from SMI Results of checking out the ipad to the Employee CA-02.5 UPDATE GRADE LEVEL Navigate to the Catalog tab Select Update Assets Select Asset Search from the Sidebar Menu Click on Edit Item button Result: Edit Item page showing Learning Tool asset record is displayed (Edit Item page not left) Caution: Do not edit any asset attributes on upper portion asset record IT Asset Management CA-02 Issue SMI Learning Tool - Employee Page 17 Page of 143 2

19 STEP-BY-STEP NAVIGATION CA-02.5 UPDATE GRADE LEVEL (CONTINUED) Scroll down to end of page Grade Level will be /should be SMI Change Grade Level Clear SMI Note: This screen shot shows only the lower portion of the Edit Item page. Top portion of page is displayed below. If Employee is a Teacher on school roster, enter Teacher If Employee is not a Teacher on school roster, enter Employee Scroll to top of Edit Item page Click Save CA UPDATE HOME LOCATION CS42300 ipadcart Remain on Catalog tab Select Update Assets from Sidebar Menu Scan Case Tag if Learning Tool is an ipad; otherwise scan LAUSD Asset ID From the dropdown, select Home Location Update Home Location Select Teacher s primary classroom or Employee s primary office # Click Update IT Asset Management CA-02 Issue SMI Learning Tool - Employee Page 18 Page of 143 3

20 SECTION 3 Business Process -03 Lost Learning Tool - Student Page 19 of 143

21 QUICK REFERENCE GUIDE BP-03 LOST LEARNING TOOL STUDENT Process Flow: Replacement Learning Tool is checked out to the Student in Resource Manager AFTER it is personalized for the Student Process Trigger Student lost Learning school or away from campus Learning tool wasn t found using mobile device management tools Tasks Gather information about Lost device from Student SCHOOL POLICE Contact LASPD; obtain a police report number (follow school s usual procedure) DESTINY RESOURCE MANAGER Update Lost Learning Tool s Status to Lost Optional; Accept or Modify Fine for replacement cost of Lost Learning Tool Update Home Location and Condition of Lost Device ITD HELP DESK Complete and submit New Device Provisioning service request COORDINATE WITH MCSA Confirm appointment w/ MSCA for device provisioning DESTINY RESOURCE MANAGER Issue replacement device from SMI Refer to Sub-Process CA-01 on the next page for details about issuing Learning Tool from SMI Update service request and Lost device asset record with police report number ITD Asset Management BP-03 Lost Learning Tool Student Page 20 Page of 143 1

23 STEP-BY-STEP NAVIGATION BP-03 NAVIGATION LOST LEARNING TOOL - STUDENT 3.0 Check In Lost Learning Tool Wonderful A. Akindele [Student] Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Student s name 3.1 Mark Learning Tool as Lost Mark the Learning Tool as Lost 3.2 (Optional) Confirm Replacement cost of the device A pop-up message displays the fine associated with the lost device. Click OK or change the amount Fine will be assessed to the student ITD Asset Management BP-03 Lost Learning Tool - Student Page 22 Page of 143 3

24 STEP-BY-STEP NAVIGATION BP-03 NAVIGATION STUDENT LOST LEARNING TOOL 4.0 Update Lost Learning Tool Navigate to the Catalog tab Select Update Assets Enter device case tag # At: Enter S/N or LAUSD tag # Select status from the dropdown Update Status to Lost In the next dropdown, select Home Location Update Home Location to Undefined In the next dropdown, select Condition Update Condition to Unusable ITD Asset Management BP-03 Lost Learning Tool - Student Page 23 Page of 143 4

30 SECTION 4 Business Process -04 Lost Learning Tool - Employee Page 29 of 143

31 QUICK REFERENCE GUIDE BP-04 LOST LEARNING TOOL EMPLOYEE Process Flow: Replacement Learning Tool is checked out to the Employee in Resource Manager AFTER it is personalized for the Employee Process Triggers: Employee lost Learning school or off campus Learning Tool school and it wasn t found using mobile device management tools Tasks Gather information about Lost device from Employee SCHOOL POLICE Contact LASPD; obtains a police report number (follow school s usual procedure) DESTINY RESOURCE MANAGER Update Lost Learning Tool s Status to Lost Update Home Location and Condition of Lost Learning Tool ITD HELP DESK Complete and submit New Device Provisioning service request COORDINATE WITH MCSA MCSA will personalize the replacement device DESTINY RESOURCE MANAGER Issue Replacement device from SMI Refer to Sub-Process CA-02) on the next page for details about issuing Learning Tool from SMI ITD Asset Management BP-04 Lost Learning Tool Employee Page 30 Page of 143 1

33 STEP-BY-STEP NAVIGATION BP-04 NAVIGATION LOST LEARNING TOOL - EMPLOYEE 3.0 Check In Lost Learning Tool Wonderful A. Akindele [Student] Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Employee s name 3.1 Mark Learning Tool as Lost Mark the Learning Tool as Lost 3.2 (Optional) Confirm Replacement cost of the device A pop-up message displays the fine associated with the lost device. Click OK or change the amount Fine will be assessed to the Employee ITD Asset Management BP-04 Lost Learning Tool - Employee Page 32 Page of 143 3

34 STEP-BY-STEP NAVIGATION BP-04 NAVIGATION LOST LEARNING TOOL - EMPLOYEE 4.0 Update Lost Learning Tool Navigate to the Catalog tab Select Update Assets Enter device case tag # At: Enter S/N or LAUSD tag # Select status from the dropdown Update Status to Lost In the next dropdown, select Home Location Update Home Location to Undefined In the next dropdown, select Condition Update Condition to Unusable ITD Asset Management BP-04 Lost Learning Tool - Employee Page 33 Page of 143 4

40 SECTION 5 Business Process -05 Stolen Learning Tool - Student Page 39 of 143

41 QUICK REFERENCE GUIDE BP-05 STOLEN LEARNING TOOL - STUDENT Process Triggers: Student s Learning Tool was school or away from campus Learning tool wasn t found using mobile device management tools Tasks Gather information about Lost device from Student SCHOOL POLICE Contact LASPD; obtain a police report number (follow school s usual procedure) I-STAR Enter theft incident in istar if theft occurred on campus DESTINY RESOURCE MANAGER Update Lost Learning Tool s Status to STOLEN Update Home Location and Condition of Lost Device ITD HELP DESK Submit New Device Provisioning Request COORDINATE WITH MCSA Confirm appointment w/ MSCA for device provisioning DESTINY RESOURCE MANAGER Issue replacement device from SMI Refer to Sub-Process CA-01 on the next page for details about issuing Learning Tool from SMI Update service request and Lost device asset record with police report number ITD Asset Management BP-05 Stolen Learning Tool - Student Page 40 Page of 143 1

43 STEP-BY-STEP NAVIGATION BP-05 NAVIGATION STOLEN LEARNING TOOL - STUDENT 3.0 Check In Stolen Learning Tool Wonderful A. Akindele [Student] Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Student s name 3.1 Mark Learning Tool as Stolen Mark the Learning Tool as STOLEN 4.0 Update Stolen Learning Tool Navigate to the Catalog tab Select Update Assets Enter device case tag # At: Enter S/N or LAUSD tag # In the next dropdown, select Home Location Update Home Location to Undefined In the next dropdown, select Condition Update Condition to Unusable ITD Asset Management BP-05 Update Stolen Device - Student Page 42 Page of 143 1

49 SECTION 6 Business Process -06 Stolen Learning Tool - Employee Page 48 of 143

50 QUICK REFERENCE GUIDE BP-06 STOLEN LEARNING TOOL - EMPLOYEE Process Triggers: Employee s Learning Tool was school or away from campus Learning tool wasn t found using mobile device management tools Tasks Gather information about Lost device from Employee SCHOOL POLICE Contact LASPD; obtains a police report number (follow school s usual procedure) I-STAR Enter theft incident in istar if theft occurred on campus DESTINY RESOURCE MANAGER Update Lost Learning Tool s Status to STOLEN Update Home Location and Condition of Lost Learning Tool ITD HELP DESK Complete and submit New Device Provisioning service request COORDINATE WITH MCSA MCSA will personalize the replacement device DESTINY RESOURCE MANAGER Issue Replacement device from SMI Refer to Sub-Process CA-02 on the next page for details about issuing Learning Tool from SMI Update service request and Stolen device asset record with police report number ITD Asset Management BP-06 Stolen Learning Tool - Employee Page 49 Page of 143 1

52 STEP-BY-STEP NAVIGATION BP-06 NAVIGATION STOLEN LEARNING TOOL - EMPLOYEE 3.0 Check In Stolen Learning Tool Wonderful A. Akindele [Student] Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Employee s name 3.1 Mark Learning Tool as Stolen Mark the Learning Tool as STOLEN 4.0 Update Stolen Learning Tool Navigate to the Catalog tab Select Update Assets Enter device case tag # At: Enter S/N or LAUSD tag # In the next dropdown, select Home Location Update Home Location to Undefined In the next dropdown, select Condition Update Condition to Unusable ITD Asset Management BP-06 Update Stolen Device - Employee Page 51 Page of 143 1

58 SECTION 7 Business Process -07 Damaged Learning Tool - Student Page 57 of 143

59 QUICK REFERENCE GUIDE BP-07 DAMAGED LEARNING TOOL - STUDENT Process Triggers: Student reported damaged Learning Tool 3 rd Party returned damaged Learning tool to school (device not reported lost or Stolen) Tasks Gather information about Damaged Learning Tool from Student DESTINY RESOURCE MANAGER Check-in Damaged Learning Tool from Student Update Condition and Home Location of Damaged Learning Tool Charge the Student for damage (Create Fine) if appropriate ITD HELP DESK Submit New Device Provisioning Request PROPERTY MOVE FORM Confirm the # damaged device(s) and their IDs match the information on the Property Move form Sign Property Move Form DESTINY RESOURCE MANAGER Issue replacement Learning Tool from SMI Navigate to Catalog Tab: Choose Transfer Resource. Transfer OUT the damaged device MCSA will provide the TO location ITD Asset Management BP-07 Damaged Learning Tool - Student Page 58 Page of 143 1

61 STUDENT DAMAGED DEVICE TRANSACTIONS 3. Check in the Damaged Device Navigate to the Circulation tab Select Check In Assets Scan the Damaged Device asset tag number 4. Update Damaged Device Attributes Navigate to the Catalog tab Select Update Assets Scan device case tag # Alt: Enter S/N or LAUSD tag # Select Condition from the dropdown Update Condition to Damaged In the next dropdown, select Home Location Update Home Location to Secure Area Secure Area In the Add Historical Note section, indicate that device is damaged. Describe the damage for ex. Broken screen, etc. [Type here] [Type here] [Type here] Page 60 of 143

67 SECTION 8 Business Process -08 Damaged Learning Tool - Employee Page 66 of 143

68 QUICK REFERENCE GUIDE BP-08 DAMAGED LEARNING TOOL - EMPLOYEE Process Triggers: Employee reported damaged Learning Tool 3 rd Party returned damaged Learning tool to school (device not reported lost or Stolen) Learning tool wasn t found using mobile device management tools Tasks Gather information about Damaged Learning Tool from Employee DESTINY RESOURCE MANAGER Check-in Damaged Learning Tool from Employee Update Condition and Home Location of Damaged Learning Tool ITD HELP DESK Submit New Device Provisioning Request PROPERTY MOVE FORM Confirm the # damaged device(s) and their IDs match the information on the Property Move form Sign Property Move Form DESTINY RESOURCE MANAGER Issue replacement Learning Tool from SMI Navigate to Catalog Tab: Choose Transfer Resource. Transfer OUT the damaged device MCSA will provide the TO location ITD Asset Management BP-08 Damaged Learning Tool - Employee Page 67 Page of 143 1

70 TEACHER DAMAGED DEVICE TRANSACTIONS 2. Check in Damaged Device Navigate to the Circulation tab Select Check in Assets Enter device case tag # Alt: Enter S/N or LAUSD tag # Click Go 3. Update Damaged Device Attributes 3.1 Navigate to the Catalog tab Select Update Assets Enter device case tag # At: Enter S/N or LAUSD tag # Select Condition from the dropdown Update Condition to Damaged In the next dropdown, select Home Location Update Home Location to Undefined 3.2 In the Add Historical Note section, indicate that device is damaged. Describe the damage for ex. Broken screen, etc. Page 69 of 143

73 SECTION 9 Business Process -09 Defective Learning Tool - Student Page 72 of 143

74 QUICK REFERENCE GUIDE BP-09 DEFECTIVE LEARNING TOOL - STUDENT Process Triggers: Student reported battery of Learning Tool not holding a charge or device just not working Tasks Gather information about Defective Learning Tool from Student DESTINY RESOURCE MANAGER Check-in Defective Learning Tool from Student Update Condition and Home Location of Defective Learning Tool ITD HELP DESK Submit New Device Provisioning Request PROPERTY MOVE FORM Confirm the # Defective device(s) and their IDs match the information on the Property Move form Sign Property Move Form DESTINY RESOURCE MANAGER Issue replacement Learning Tool from SMI Navigate to Catalog Tab: Choose Transfer Resource. Transfer OUT the Defective device(s) MCSA will provide the TO location ITD Asset Management BP-09 Defective Device - Student Page 73 Page of 143 1

76 STEP-BY-STEP NAVIGATION BP-09 NAVIGATION DEFECTIVE LEARNING TOOL - STUDENT 3.0 Check In Defective Learning Tool Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Student s name 3.1 Mark Learning Tool as Damaged Navigate to the Catalog tab Select Update Assets Scan device case tag # Alt: Enter S/N or LAUSD tag # Select Condition from the dropdown Update Condition to DAMAGED In the next dropdown, select Home Location Update Home Location to Secure Area 4.0 Update Defective Learning Tool In the Add Historical Note section, indicate that device is defective. Describe the defect(s). ITD Asset Management BP-10 Defective Learning Tool - Student Page 75 Page of 143 1

82 SECTION 10 Business Process -10 Transfer Within School - Student Page 81 of 143

83 QUICK REFERENCE GUIDE BP-10 DEFECTIVE LEARNING TOOL - EMPLOYEE Process Triggers: Employee reported battery of Learning Tool not holding a charge Tasks Gather information about Defective Learning Tool from Employee DESTINY RESOURCE MANAGER Check-in Defective Learning Tool from Employee Update Condition and Home Location of Defective Learning Tool ITD HELP DESK Submit New Device Provisioning Request PROPERTY MOVE FORM Confirm the # defective device(s) and their IDs match the information on the Property Move form Sign Property Move Form DESTINY RESOURCE MANAGER Issue replacement Learning Tool from SMI Navigate to Catalog Tab: Choose Transfer Resource. Transfer OUT the Defective device(s) MCSA will provide the TO location ITD Asset Management BP-10 Defective Learning Tool - Employee Page 82 Page of 143 1

85 STEP-BY-STEP NAVIGATION BP-09 NAVIGATION DEFECTIVE LEARNING TOOL - EMPLOYEE 3.0 Check In Defective Learning Tool Navigate to the Circulation tab Select Patron Status from Sidebar Menu Enter the Employee s name 3.1 Mark Learning Tool as Damaged Navigate to the Catalog tab Select Update Assets Scan device case tag # Alt: Enter S/N or LAUSD tag # Select Condition from the dropdown Update Condition to DAMAGED In the next dropdown, select Home Location Update Home Location to Secure Area 4.0 Update Defective Learning Tool In the Add Historical Note section, indicate that device is defective. Describe the defect(s). ITD Asset Management BP-10 Defective Learning Tool - Student Page 84 Page of 143 1

91 SECTION 11 Business Process -11 Transfer Within School - Student Page 90 of 143

92 QUICK REFERENCE GUIDE BP-11 CHANGE CLASSROOM - STUDENT Process Triggers: A Student is moved to another classroom / homeroom within the school (cost center) Activities Document Student s classroom change and Cart ID in the classroom Find Student s patron Record Edit the Student s assigned Learning Tool (should only have 1 checked out) Update Home Location of Student s Learning Tool with new room s cart ID ITD Asset Management BP-11 Change Classroom - Student Page 91 Page of 143 1

93 STUDENT TRANSFERRING WITHIN THE SAME SCHOOL 2. Update Device Attributes Navigate to the Catalog tab Select Update Assets From the dropdown, select Home Location Update Home Location to the cart number of the student s new classroom number Page 92 of 143

94 SECTION 12 Business Process -12 Transfer Within School - Employee Page 93 of 143

95 QUICK REFERENCE GUIDE BP-12 CHANGE CLASSROOM / OFFICE - EMPLOYEE Process Triggers: An Employee moves to a different room within the school (cost center) Activities Document Employee s room/office change Find Employee s patron Record Edit Learning Tool Choose Home Location from drop down menu Enter Employee s new classroom # / office # in Home Location Learning Tool If Apple TV checked out to Employee, Edut Apple TV Choose Home Location from drop down menu Enter Employee s new classroom # / office # in Home Location of Apple TV ITD Asset Management BP-12 Change Classroom - Employee Page 94 Page of 143 1

96 TEACHER TRANSFERRING TO A DIFFERENT CLASSROOM 5. Update Device Attributes 5.1 Navigate to the Catalog tab Select Update Assets From the dropdown, select Home Location Update Home Location to the Teacher s new classroom number 5.2 Enter the ATV asset tag number From the dropdown, select Home Location Update Home Location to the Teacher s new classroom number Page 95 of 143

97 SECTION 13 Business Process -13 Transfer To New School - Student Page 96 of 143

98 QUICK REFERENCE GUIDE BP-13 LEAVE THE SCHOOL- STUDENT Process Triggers: A Student leaves the school Transfer, L-d out, withdrawal NOTE: EVEN IF THE STUDENT IS GOING TO ANOTHER CCTP 1:1 SCHOOL, THEIR DEVICE DOES NOT GO WITH THEM. THEY WILL GET ANOTHER DEVICE AT THEIR NEW SCHOOL. Activities Collect Learning Tool from either the student or from a cart in a classroom Check condition of Learning Tool and note if damaged Check-in Student s Learning Tool If Learning Tool is Good, update Grade Level to SMI and Home Location to the SMI s secure location If Learning Tool is Damaged, update Condition to Damaged, Grade Level to SMI and Home Location to the SMI s secure location Check Learning Tool out to Principal Submit ticket: COMMON CORE RETURN TO SERVICE Confirm appointment with MCSA; The MCSA will pick up damaged device or prepare the device for SMI ITD Asset Management CCTP Business Process Handbook Page 97 Page of 143 1

99 STUDENT TRANSFERRING TO A DIFFERENT SCHOOL TRANSACTIONS 3. Check in Device Navigate to the Circulation tab Select Check in Assets Scan device case tag # Alt: Enter S/N or LAUSD tag # Click Go 6. Check out Device to the Principal Navigate to the Circulation tab Select Check Out Assets Scan device asset tag to check out the device to the Principal Page 98 of 143

100 STUDENT TRANSFERRING TO A DIFFERENT SCHOOL TRANSACTIONS 7. Update Device Attributes Navigate to the Catalog tab Select Update Assets From the dropdown, select Home Location Update Home Location to the SMI secure location/area Update Grade Level to SMI Page 99 of 143

101 STEP-BY-STEP NAVIGATION HELP DESK TICKET: RETURN TO SERVICE REQUEST A. Go http/achieve.lausd.net/helpdesk to submit a service request. Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Ticket: Return to Service Request Page 100 Page of 143 1

102 STEP-BY-STEP NAVIGATION D. Click on Projects (COMMON CORE and other Projects) E. Click on COMMON CORE Return to Service F. In Step 2. My issue (please describe) enter: Device case tag # Click Submit Student s Name Student s Grade Level Reason: Return to Service; Student Transferring to a different school ITD Asset Management Ticket: Return to Service Request Page 101 Page of 143 2

103 SECTION 14 Business Process -14 Transfer To New School - Employee Page 102 of 143

104 QUICK REFERENCE GUIDE BP-14 LEAVE THE SCHOOL - TEACHER Process Triggers: An Employee leaves the school NOTE: EVEN IF THE EMPLOYEE IS GOING TO ANOTHER CCTP 1:1 SCHOOL, THEIR DEVICE DOES NOT GO WITH THEM. THEY WILL GET ANOTHER DEVICE AT THEIR NEW SCHOOL. Activities Collect Learning Tool from Employee Check condition of Learning Tool Check-in Employee s Learning Tool Edit Learning Tool: Update Grade Level to SMI and Home Location to the SMI s secure location If Learning Tool is Damaged, update Condition to Damaged, Check out Learning Tool to Principal Submit ticket: request COMMON CORE RETURN TO SERVICE Confirm appointment with MCSA; The MCSA will pick up damaged device or prepare the device for SMI ITD Asset Management CCTP Business Process Handbook Page 103 Page of 143 1

105 EMPLOYEE TRANSFERRING TO A DIFFERENT SCHOOL 3. Check in Returned Learning Tool Navigate to the Circulation tab Select Check in Assets Scan device case tag # Alt: Enter S/N or LAUSD tag # Click Go 4. Update Returned Learning Tool Navigate to the Catalog tab Select Update Assets From the dropdown, select Home Location Update Home Location to the SMI secure location/area Update Grade Level to SMI 6. Check out Device to the Principal Navigate to the Circulation tab Select Check Out Assets Scan device asset tag to check out the device to the Principal Page 104 of 143

106 STEP-BY-STEP NAVIGATION HELP DESK TICKET: RETURN TO SERVICE REQUEST A. Go http/achieve.lausd.net/helpdesk to submit a service request. Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Ticket: Return to Service Request Page 105 Page of 143 1

107 STEP-BY-STEP NAVIGATION D. Click on Projects (COMMON CORE and other Projects) E. Click on COMMON CORE Return to Service F. In Step 2. My issue (please describe) enter: Device case tag # Click Submit Student s Name Student s Grade Level Reason: Return to Service; Student Transferring to a different school ITD Asset Management Ticket: Return to Service Request Page 106 Page of 143 2

108 SECTION 15 Business Process -15 Replenish SMI Page 107 of 143

109 QUICK REFERENCE GUIDE BP-15 REPLENISH SMI Process Triggers: IDM requests more SMI when quantity at school < 5 Tasks When SMI quantity < 5, Submit Ticket : COMMON CORE OTHER Confirm appointment MCSA to accept delivery of SMI Learning Tools Confirm the # of SMI devices and their IDs match the information on the Property Move form Sign Form Navigate to Catalog Tab: Choose Transfer Resource. Confirm the asset data for the physical SMI devices has been transferred to your school Transfer In the SMI learning tools Check SMI Learning Tools out to Principal Update SMI device: Grade Level = SMI Home Location = SMI safe storage area Store SMI Learning in Tools in SMI safe storage area ITD Asset Management BP- 15 Replenish SMI Page 108 Page of 143 1

110 STEP-BY-STEP NAVIGATION HELP DESK TICKET: OTHER REQUEST (REPLENISH SMI) A. Go http/achieve.lausd.net/helpdesk to submit a service request Choose ONLINE TICKET Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Ticket: OTHER (Replenish SMI) Page 109 Page of 143 1

111 STEP-BY-STEP NAVIGATION D. CHOOSE: Projects (COMMON CORE and other Projects Click on Projects (COMMON CORE and other Projects) E. CHOOSE: COMMON CORE - OTHER Click on COMMON CORE OTHER F. STEP 2. My Issue (please describe) In the text box, enter: Replenish School Managed Inventory Quantity on hand = [enter # of SMI devices at school] Click Submit ITD Asset Management Ticket: OTHER (Replenish SMI) Page 110 Page of 143 2

112 SECTION 16 Business Process -16 Request Peripheral(s) Page 111 of 143

113 QUICK REFERENCE GUIDE BP-16 REQUEST DEVICE PERIPHERALS Process Triggers: Additional device peripherals are needed due to loss, theft, damage, defective, or quantity delivered is incorrect NOTE: Peripherals include power adapters, earbuds, Apple TV adapters, etc. Tasks Confirm peripherals that are needed ITD HELP DESK Complete and submit OTHER service request and list: Type of peripheral(s) Quantity of peripherals Reason for request: Loss, theft, damage, defective, delivery shortage DESTINY RESOURCE MANAGER Optional: Charge the user for the replacement cost of the peripheral Replacement costs are listed in the Restitution Bulletin Optional: Add note to Patron indicating a peripheral was replaced PROPERTY MOVE FORM Confirm type of peripheral and quantity when MCSA delivers them Accept delivery Sign Form Keep a copy of the form for your records Distribute peripherals ITD Asset Management BP-16 Request Device Peripheral(s) Page 112 Page of 143 1

114 STEP-BY-STEP NAVIGATION HELP DESK TICKET: OTHER REQUEST (PERIPHERALS) A. Go http/achieve.lausd.net/helpdesk to submit a service request Choose ONLINE TICKET Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Ticket: OTHER (Peripherals) Page 113 Page of 143 1

115 STEP-BY-STEP NAVIGATION D. CHOOSE: Projects (COMMON CORE and other Projects Click on Projects (COMMON CORE and other Projects) E. CHOOSE: COMMON CORE - OTHER Click on COMMON CORE OTHER F. STEP 2. My Issue (please describe) In the text box, enter: Request Peripherals Type of Peripheral(s) Quantity of Peripheral(s) Click Submit Request Peripherals Power Adapter/Cable ipad Quantity = 47 Kanaex Adapter ipad Quantity = 2 ITD Asset Management Ticket: OTHER (Peripherals) Page 114 Page of 143 2

116 SECTION 17 Business Process -17 Damaged Cart Page 115 of 143

117 STEP-BY-STEP NAVIGATION HELP DESK TICKET: CART REQUEST A. Go http/achieve.lausd.net/helpdesk to submit a service request Choose ONLINE TICKET Login with your user name and Single Sign On B On the Main Menu, click Submit Request or Chat with a Technician C. Click on STEP1: Click Here To Start ITD Asset Management Ticket: CARTS Page 116 Page of 143 1

118 STEP-BY-STEP NAVIGATION D. CHOOSE: Projects (COMMON CORE and other Projects Click on Projects (COMMON CORE and other Projects) E. CHOOSE: COMMON CORE - CARTS Click on COMMON CORE CARTS F. STEP 2. My Issue (please describe) In the text box, enter: Cart ID (Barcode) = LAUSD Asset ID of damaged cart Damaged Cart in room # = [enter room # where cart is located] Click Submit ITD Asset Management Ticket: CARTS Page 117 Page of 143 2

119 SECTION 18 Business Process -18 Check-in Device Page 118 of 143

120 CHECKING IN DEVICES TRANSACTION 1. Navigate to the Circulation tab Select Check In Assets 2. Scan case tag number of the device Click Go 3. Device is checked in Page 119 of 143

121 SECTION 19 Business Process -19 Check-out Device (single) Page 120 of 143

122 CHECKING OUT DEVICES TRANSACTION SINGLE TRANSACTION 1. Navigate to the Circulation tab Select Check Out Assets 2. Type in Student or Teacher s Name Click Find Patron 3. Select Student or Teacher Page 121 of 143

123 CHECKING OUT DEVICES TRANSACTION 4. Scan case tag # of the device Click on Find Item 5. Device is checked out Page 122 of 143

124 SECTION 20 Business Process -20 Check-out Device (multiple) Page 123 of 143

125 CHECKING OUT DEVICES TRANSACTION MULTIPLE TRANSACTIONS 1. Navigate to the Reports tab Select Patron Reports 2. Under Labels/Cards, select Barcode Labels 3. From the pull-down, select category Page 124 of 143

126 CHECKING OUT DEVICES TRANSACTION 4. Refine search by the Select by and Sorted by categories 5. Patrons may be limited to students or faculty by clicking the + sign Click Update 6. Select patron and click OK 7. Select status Page 125 of 143

127 CHECKING OUT DEVICES TRANSACTION 8. Select Include Asset Circulation command barcodes 9. Click on Run Report 10. Click on View 11. REYES, LUZ V. SHIH, ANGELA Student or Employee names, numbers and barcodes will be displayed Follow instructions on checking out devices single transaction GEARHEART, SARIAH GUTIERREZ, DIANA Scan student or employee barcode Scan device asset tag number Page 126 of 143

128 Appendix A Tutorial: Lost or Stolen Device Page 127 of 143

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136 Appendix B Tutorial: Transfers Page 135 of 143

137 DESTINY ASSET MANAGER: TRANSFERS Asset Manager allows users to transfer assets to a new location. In this tutorial you will learn how to: Requirements: Transfer assets PC or MAC A web browser such as: Google Chrome Internet Explorer Mozilla Firefox Safari Internet connection LAUSD Single-Sign on STEP 1: LOGIN TO DESTINY MANAGER 1. Open a web browser Google Chrome Internet Explorer Mozilla Firefox Safari 2. In the address bar, type the following URL and press the Enter key on the keyboard: 3. To find your school do one of the following: Scroll down Ctrl + F [PC] or + F [MAC] and type the school name or location code and click on the link. NOTE: Firefox search feature [PC and MAC] apprears at the bottom-left-side of the browser. I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 1 Page 136 of 143

138 DESTINY ASSET MANAGER: TRANSFERS STEP 2: Getting Started Once logged in, will default to the Catalog tab 1. Click on the Transfer Assets option located on the left-side of the screen 2. To the right-side there are three (3) sub tabs: Track, Upload and Notices a. Track Enables asset managers to track completed incoming transfers, outgoing transfers and completed outgoing transfers. For a detailed view of each of the above actions, click on the View icon to see the specific details regarding the transfer. b. Upload Enables asset managers to transfer assets from one site to another by either scanning one barcode at a time OR by uploading a list of barcodes into the application. c. Notices Enables communications through the application regarding impending transfers to the receiving school. NOTE: To stop an asset transfer before the incoming school receives it, click on the View icon then click on the Stop Transfer button. This is done from the Track Assets page on the Outgoing Transfers section. I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 2 Page 137 of 143

139 DESTINY ASSET MANAGER: TRANSFERS STEP 3: Conducting an Asset Transfer (Outgoing School) 1. Click on the Upload sub-tab 2. Click on the To drop-down menu and select a site to transfer assets 3. Click on the Transfer drop-down menu and select by Barcode: by Barcode Enables asset managers to scan one barcode at a time OR upload a list of barcodes by List Option NOT recommended by Item Category Option NOT usable NOTE: DO NOT scan too quickly when scanning one barcode at a time, as the screen needs time to refresh. 4. To transfer assets in bulk, use the Select a barcode file option. Follow the steps listed below: a. Open a text application such as Notepad (PC) or Text Edit (Mac) b. Save the.txt file with a name associated with the transfer (e.g. asset transfer_to_vaas.txt) I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 3 Page 138 of 143

140 DESTINY ASSET MANAGER: TRANSFERS c. Scan all of the asset barcodes to be transferred into the file and save it once completed d. On the Transfer Assets screen, select the Browse button next to the Select a barcode file field e. Find and select the newly created.txt file. (it will appear on the screen) f. Click on the Transfer button to upload the asset(s) STEP 4: Receiving an Asset Transfer (Incoming School) To receive an asset transfer, you must be logged in to your site. On the upper-right corner you will see an icon of a red flag followed by the Processing Needed link (the red flag icon denotes an incoming asset transfer in the queue). 1. Click on the Processing Needed link. On the Track Assets screen, you will see a list of assets awaiting processing 2. Click on the View icon to see a detailed list of the assets in the queue and to receive the transfer NOTE: Once the view icon has been clicked, a message with a red box around it will appear notifying you of the change of ownership of the devices (from the outgoing school the incoming school) I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 4 Page 139 of 143

141 DESTINY ASSET MANAGER: TRANSFERS 3. You will be required to assign assets to the custodian and home location: Custodian The principal of the school Home Location Where the assets will be stored e.g. cart, classroom or office Department Leave this field blank Assigning the Custodian: 1. To assign the Custodian, click on the Assign To button 2. Click on the Select button 3. In the Find Patron field, type the principals name and click on the Search button. 4. From the list, click the Select button to assign the asset(s) to and click the OK button. This will populate his/her name in the Custodian: field I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 5 Page 140 of 143

142 DESTINY ASSET MANAGER: TRANSFERS Assigning the Home Location: 1. To assign the Home Location click on the Assign To button 2. Click on the Home Location drop-down menu and select the location where the device will be stored, e.g. Cart 2B 3. Leave the Department field as Undefined and click the OK button. This will populate the Home Location: field I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 6 Page 141 of 143

143 DESTINY ASSET MANAGER: TRANSFERS Receiving the Assets: 1. Click on the View icon to see a detailed list of the assets in the queue and to receive the transfer To receive the asset(s) do one of the following: 2. Click inside the Scan or enter field and either type the asset barcode then click the Receive button or scan each asset barcode one at a time (Recommended method of receiving assets) 3. Click on the Receive All button (NOT Recommended method for receiving assets as you may not have all items on hand) 4. Click on the Receive button to the right of the asset to accept one item at a time I n t e g r a t e d L i b r a r y a n d T e x t b o o k S u p p o r t S e r v i c e s ( i L T S S ) P a g e 7 Page 142 of 143