Albuquerque
Public Schools
Capital Fiscal
Services
Training Manual
TIP Web
HAYES
Software Systems
i
IT
ii
TIPWebIT Login
User Name:
Password:
URL:
Short URL:
https://www.tipwebalbuquerqueps.com/tipidcore
http://tipwebit.aps.edu
Albuquerque
Public Schools
Capital Fiscal Services
Contact Information
TipWebIT Customer Support
Bryan Allison 505-842-3647 (ext 67068)
[email protected]
M. Bruce Ellerd 505-842-3502 (ext 67069)
[email protected]
Patricia Leal 505-842-4673 (ext 67073)
[email protected]
Jennifer Jacobs 505-842-3509 (ext 67070)
[email protected]
Amanda Acosta 505-842-3503 (ext 67072)
[email protected]
Teresa Sanchez 505-842-4625 (ext 67062)
[email protected]
[email protected]
Ron Sandoval - Controller/Material Assets Mgr.
[email protected]
Michael Erwin - Director, Capital Fiscal Services
[email protected]
iii
iv
TABLE OF CONTENTS
Overview
TIPWebIT Log in Instructions
1
3
TIPWebIT Overview
Socket Scanner
5
Overview
5
Bluetooth Configuration (MAC)
5
Bluetooth Configureation (PC)
8
Troubleshooting the Scanner
9
REVIEW10
APS Room Numbering System
11
Rooms14
Introduction
14
Overview
14
Tabs
15
Reports
16
REVIEW17
Tag Export Report
18
Tag/Serial Search
19
Tabs
21
Changing Status
23
REVIEW24
Equipment Management
25
Purchasing26
Purchasing Introduction
26
Receiving Assets
26
Untagged Items
27
Pre-tagged Items
28
Room to Room Transfer
29
REVIEW30
Staff31
Reports
32
Issuing to Staff
33
Collecting from Staff
34
Equipment Check-out Loan Agreement
35
Action Items
36
Initiate Transfers (Site to Site)
36
Receive Transfers (Site to Site)
37
Room to Room Transfers
38
Issuing to Staff
39
Collecting from Staff
40
Adding Components to a Cart
41
Receiving from a Purchase Order
42
v
TABLE OF CONTENTS (continued)
Collecting from the Missing Room
44
REVIEW46
Miscellaneous Items
45
Catalog46
Audits48
Students49
Hayes Support
50
Salvage/Equipment Removal Request Form
51
APS Capital Fiscal Serices Department Staff Support
52
Warrantied Asset Return and Exchange Form
54
APS Asset Tags
57
Purchase Order/Tag receiving letter
58
TIPWebIT Icons
59
vi
Login Instructions
1.Installation of Google Chrome is required. Go to https://www.google.com/chrome/browser/ to
download Google Chrome.
2.After Google Chrome has been installed, double click on the Google Chrome icon to open the
internet browser.
3.Enter http://tipwebit.aps.edu in the URL address to access the login screen.
4.In the User name field enter a lower case “e” followed by your six digit employee number which is
the same login used for your APS email account.
(If your employee number is not six digits long, enter zero(s) before your employee number to
make it six digits long)
5.In the Password field enter the password you use to login for your APS email account and click
Login.
6.TIPWebIT will prompt you to enter your office phone number the first time you login.
7.Select your assigned location from the Select Site drop down. TIPWebIT will prompt you to choose
your site location the first time you login.
8.Click on the green save icon to save your information and access TIPWebIT.
Note: If you change your password through the district website, sometimes the password does not
change right away on TIPWebIT, but could cause an error to come up and failure to log in.
Help For Logging In
Call HAYES Software (800-495-5993) direcly if you have trouble with the login and CFS or
Helpdesk have already attempted to assist you, but the problem is outside of APS.
i
2
TIPWEBIT OVERVIEW
Top Navigation Bar
T
O
O
L
S
A
R
e
c
e
n
t
c
t
i
v
i
t
y
Top Navigation Bar provides access to the main sections of TIPWebIT.
Tools provide areas of control respective to the TIPWebIT section.
Recent Activity displays the last several modified areas of TIPWebIT.
Support Center takes you to the Hayes Software TIPWebIT training support area. Here you can find step-bystep instructions and tutorial videos for your questions in TIPWebIT
Help Icon is located in the upper right-hand corner of almost every TIPWebIT page. The Help System
launches in a new browser window and contains detailed step-by-step instructions to help you master
the various concepts of TIPWebIT.
3
Reports
Top Navigation Bar
T
O
O
L
S
A
R
e
c
e
n
t
c
Grid Pagination
t
i
Page Size
Display
Grid Header
Grid Filters
v
i
t
Top Navigation Bar provides access to the main sections of TIPWebIT.
y
Tools provide areas of control respective to the TIPWebIT section.
Grid Pagination allows you to review data in manageable portions.
Page Size Display allows different grid sizes to display respective to the grid data.
Grid Header labels and provides sorting abilities for the columns/filters respective to the grid data.
Grid Filters allows you to reduce the grid data’s results to display only the content by which you filter.
Grid Data displays data in a framework made up of columns and rows respective to the TIPWebIT section.
Reports displays the available reports respective to the TIPWebIT section.
Recent Activity displays the last several modified areas of TIPWebIT.
4
SOCKET SCANNER
Socket Scanner Overview
Power LED Lights
The LED lights on the scanner provide you with an idea of the
power status:
Blue - the Socket Scanner is powerd on
Red - Scanner is charging
Red blinking - 20% or less battery
Green (when charging) - Scanner is fully charged
Off (no light when scanner is on) - fully charged
Attaching the Lanyard
Open the battery cover of the Socket Scanner. Attach the string
loop to the twist-lock of the battery cover. Close the battery
cover for scanner use.
Starting the Scanner
The power button is the smaller button on the outside of scanner. Press and hold down the small power
button until the LED turns blue and the CHS beeps twice (low-high).
Turning the Scanner Off
Press and hold down the small power button until the CHS beeps twice (high-low).
Setting up your Scanner
Scanner Configuration with bluetooth Connection (MAC)
NOTE: Pair and “Connect” are not the same function,
a device can be paired and not connected
1)Power the computer/device on and log into the desktop; Power on the
Cordless Hand Scanner (CHS). Press and hold the small power button until
the LED turns blue and the CHS beeps twice (low-high).
NOTE: The LED blinks blue once per second to show
that the Bluetooth radio is on but not connected.
5
2)Once you are in the “System Preferences” menu, find the icon labeled Bluetooth , click on it
and then turn the Bluetooth “on” if it is set to “off”, or check the “on” box. Start a Bluetooth device
search.
Mac OS: Click System Preferences | Internet & Wireless | Bluetooth. In Bluetooth
preferences, select the On checkbox. Click Set up New Device… A Bluetooth device
search will begin.
A Bluetooth device search will begin. In the device list, tap on Socket 7Xi. Tap Pair
3. To help the computer/device discover the scanner, scan the barcodes below. This will help the
computer/device recognize the scanner as a keyboard, which is needed so that the Tip Web system
will input the information from the scanner
Use with iPad
6
4)After you pair the scanner, the Bluetooth icon next to the socket scanner on the list of devices
will turn to a keyboard icon. Then the computer/device will “connect”** followed by this change
to the icon next to the scanner name.
After the CHS is connected to the Mac product, the bluetooth window will look like this.
7
Scanner Configuration with bluetooth Connection (PC)
NOTE: Pair and “Connect” are not the same function,
a device can be paired and not connected
1. Power on the CHS. Press and hold the small power button until the LED turns blue and the CHS
beeps twice (low-high).
NOTE: The LED blinks blue once per second to show that the Bluetooth radio is on but not connected.
2. Scan this barcode to configure the CHS for HID mode for peripherals. Afterwards, the CHS will
beep 3 times.
PC - Configures the CHS to Human
Interface Device (HID) mode
as a Keyboard class device.
3. Turn on Bluetooth on your computer. Refer to your computer’s documentation for instructions.
4. Use your computer’s Bluetooth software to connect to the CHS
NOTE: In the device search, the CHS will appear as Socket 7Xi [xxxxxx] for the 7Xi / 7XiRx.
The characters in brackets are the last six characters of the CHS Bluetooth Device Address (BDA),
which is labeled inside the battery compartment.
NOTE: To identify your type of Bluetooth stack, click Start. Right-click on My Computer and click
Properties | Hardware tab | Device Manager and identify the manufacturer of your Bluetooth device.
NOTE: Only computers running Bluetooth 2.0 will prompt for a passkey.
8
5. Right-click on the Bluetooth icon in the task tray. In the pop-up menu, click Add a Device. A
device search will begin.
6. In the device list, select Socket CHS 7x or Socket 7Xi and click Next.
7. If prompted, select Enter the device’s pairing code and enter the passkey 0000 (four zeroes). Click
Next.
8. Follow the remaining screens to complete the wizard.
Troubleshooting the Scanner
If you are having trouble with your scanner, it is connected by bluetooth, but the computer is not
recognizing its input, scan the following code with your scanner and this should configure your laptop to
recognize the scanner as a keyboard inputting device.
HID - Keyboard
PC - Configures the CHS to Human
Interface Device (HID) mode
as a Keyboard class device.
NOTE: Make sure your scanner is
NOT connected to a host computer
before scanning a comand barcode.
9
LET’S REVIEW
Activity
True or False?
In pairs, read the following statements and circle whether the statement is true or
false.
1.
The login credentials for TIPWebIT are the same as your aps email
login.
True
False
2.
The clickable blue Grid Headers only sort the grid data in
ascending order?
True
False
3.
The name of the link menu on the left side of the TIPWebIT pages is
call the Top Navigation Bar?
True
False
4.
After limiting the data in a grid through filtering, the Refresh
button will return the screen to its original unfiltered state.
True
False
5.
The little button on the top of the scanner is used to scan the asset
tag?
True
False
10
APS ROOM NUMBERING
DATE: June 5, 2015 TO: Associate Superintendents Principals& Managers FROM: Michael L. Erwin Senior Director‐Capital Fiscal Services RE: Annual Inventory of Assets & Room Number Tagging “Project” During the last year, various departments within Finance have worked together to implement the TipWebIT Fixed Asset Inventory System. The system is operational at this time and most of the schools and departments have embraced this web‐based tracking system. The district has purchased over 20,000 new assets this year and most of them have been properly received by the schools and departments; however, there are some who have not followed through. Ron Sandoval, the Manager and Controller of the Capital Asset Department has created a summary report by school group and by each individual school. We would appreciate you communicating with your staff to be sure and “receive and scan” all of the assets purchased this year for their school or department by Monday, June 15th. The Capital Fiscal Services team is available to come to the school or department to help complete this in the event there is any uncertainty on how to do this or if additional support is needed. The Capital Master Planning, FD&C and Capital Fiscal Services departments have worked together to develop a standard Room Number convention for the district. This will allow us to standardize the room numbers for the entire district. You will find attached a summary of this program. The project is scheduled to begin June 9th and our target schools will be those that have volunteered to done first. If you have a year round employee and they would like to have their school done this summer, please contact Ron Sandoval. We will do the Administrative and year‐round schools this summer and we will begin the others when staff return in August. As we place the tags on the door frames, we will perform the annual asset inventory, as required by law. We will then do a transfer of the assets from the old room number to the new room number. This will allow the schools and departments to have an accurate report of the assets they are responsible for at their sites district wide. We will be developing a schedule for this event and will send a copy of the floor plan and a detailed list of the rooms to each site. Any questions, feel free to contact Mr. Ron Sandoval at 842‐3504 or via email at [email protected] Thank you for your cooperation as we continue this critical process of fine‐tuning our new TIPWebIT software. 11
The APS room numbering system
The APS room numbering system was implemented in 2015 and provides for a uniform numbering
system at all school/site buildings throughout the district. The numbers are placed on the door frames (if
the room doesn’t have a door it is on the wall of the opening for the room as determined by APS Capital
Master Plan Department) just below the top hinge for the door. When the door is closed you will not see
the door number tag, so this should keep it protected from natural and unnatural elements.
Numbering Scheme:
00 – 0 – 000000 – A
with the items being:
Bldg. Number – Floor – Room Label – Room Type
Building Number: This refers to the label on the CMP CAD drawings for a particular building
on a school campus. Maximum size of field is 2 characters long. This number may not be labeled
or match at school.
Floor: This refers to the level in which the room is located on. Maximum size of field is 1 characters long
Room Label: This is the label corresponding to a particular room. This may be a physical label
or an identifier created for rooms without a physical label. Portables will have the portable tag
listed not the door label. Portable room label will be in the “Only for portable room label on
door” field. Maximum size of field is 6 characters long.
Room Type: This letter identifies the specific design/use of a particular room. Maximum size of
field is 1 characters long.
Room Type Categories:
(A)
(C)
(D)
(F)
(H)
(K)
(L)
(N)
(P)
(R)
(S)
(U)
(W)
12
Offices = Admin. Offices, Book Room, Work Room, Lounge
Classrooms
Special Design Rooms = SPED, Intensive Support Suite (ISP), Library/Media Center, DECA, OT/PT
Fine Arts
Hallways
Food Services
Labs = Labs used for classroom, Computer Labs, Culinary Arts Labs, Sewing Labs, ROTC
Nurse
Physical Education = Gym(BB Court), Weight Room, Wrestling Room, Dance/Fitness Room,
Swimming Pool, Training Room, Adaptive PE
Restrooms
Storage = Classroom Closets, Hall Closets, Office Closets
Utility Rooms = Electrical, Mechanical, Communications (COMM)(IDF)(IT), Janitorial Closets
Shop = Wood Shop, Metal Shop, Auto Shop, Agricultural Shop
The APS room numbering system (continued)
The APS room numbering system can be confusing because of the rooms that are
sometimes inside of a classroom. Those rooms will use the same numbering system, but
the last digit of the room label will be the first alphabetic code that you come across.
That code will be the first (A), second (B), third (C), etc. subroom within the bigger
room. Such as:
You go into a classroom that has an office, a closet, and a storage room. The classroom
has a room number of: 01 – 1 – 000124 – C
the sub-rooms will have numbers like:
01 - 1 - 00124A - A
01 - 1 - 00124B - U
01 - 1 - 00124C - S
At you site, every room in the building will be numbered, that includes restrooms and
closets.
13
ROOMS
Rooms Introduction
The Rooms page displays the physical locations within a site to which items are assigned.
The Rooms grid allows you to search for active rooms (default) and inactive
rooms (if “Show Inactive” is selected).
There are multiple functions which allow a site to perform tasks pertaining to
the creation of rooms, the editing of existing room details, and the reporting of
inventory within each room.
Rooms Overview
Rooms allows a site user to perform multiple tasks pertaining to the creation of
rooms and the inventory within each room.
Show Inactive - when checked, allows a site user to search for and view any room marked as inactive
Search Fields - located at the top of the Rooms grid, allows searching for a specific Room using the
Room Number, Description, Room Type, and/or Other search fields.
Edit - is located on each room’s row and is the process a site user may edit the respective room’s
details.
14
Actions - functions allowing the site user to affect the room’s inventory.
Inventory History - displays the inventory history of the respective room, including: Product
Number, Product Name, Tag, Status, Date, Source, Destination, Notes, and Custom Field
Information.
Room Inventory Report - provides inventory counts and detailed information regarding the
product(s) and their respective Tags issued to each room.
Rooms Tabs
Details
On the details tab, you will only see the basic information for the product, such as:
Room Number, Room Description, Room Type, Other and notes.
Inventory
On the inventory tab, you will see, the: Product Number, Product Name, Total
Inventory, In Use, and Available. The In Use and Available totals should equal the
total inventory.
Audits
If your school has gone through any district site inventories, then you will see the
current disposition of that room in the audits.
15
Finding Tag Numbers for the Room
If the tech needs to find a Tag Number for the room, click on the “inventory history”
icon on the Actions column. This will give you the Tag Number and you can look up
more information on the item.
Rooms Reports
The Rooms page provides five reports in two areas to be viewed/printed.
Rooms Report Drop Down area:
PDF:
Barcode IDs - provides, in PDF format, a listing of the rooms on a site and their
respective barcodes.
Room Inventory Report - provides, in PDF format, inventory counts and detailed
information regarding the product(s) and their respective Tags issued to each room
with each room provided on different pages.
Room Inventory Worksheet - provides, in PDF format, a listing of the items
within each room and their respective details including Tag, Product Name, Model,
Hardware Type, Serial, Price and any information in the Other field.
Excel:
Room Audit Detail Report - provides, in csv format, a report of the status’ and
outcome of a school audit (annual inventory).
Room Listing - provides, in csv format, a list of the room number, room description,
room type, and room other fields for the site.
Room Component Listing - provides, in csv format, a list of all “parent” and
“component” asset types for the site.
16
LET’S REVIEW
Activity
True or False?
In pairs, read the following statements and circle whether the statement is true or
false.
1.
Site users will initialize assets into the rooms.
True
False
2.
The Reports drop down menu is located above the blue grid
headers in the top left-hand corner of a majority of TIPWebIT
screens.
True
False
3.
The Room Inventory Worksheet looks like an excel spreadsheet so
that teachers will easily be able to read/understand it.
True
False
4.
The room label can be found under the doorknob on your door?
True
False
5.
Which of these sub-rooms within another room will be an office?
(circle the correct answer)
01 - 1 - 00124A - S
01 - 1 - 00124B - A
01 - 1 - 00124C - U
17
______________
TAG EXPORT
The Tag Export is a complete listing of the tags within TIPWebIT respective to the site.
This document opens as a CSV file. It has detailed information regarding each tag.
1. Click on Tag Export, located in the Tools menu.
2. When the message appears asking “Do you want to
open or save TagExport. csv ...”, click on Open.
3.The Tag Export file will open within a spreadsheet
program located on your computer (such as
Microsoft Excel). You may choose to search,
filter, sort, delete, save, and/or close the file within
your spreadsheet program using your spreadsheet
program’s controls.
The Tag Export Includes:
Where each Tag is located:
• Site & Site ID
• Location ID, Location
Description, & Location Type
What kind of item each Tag
is tracking:
• Product Type
• Product Name & Number
• Product Description & Model
• Area & SKU
• Manufacturer
• 3 possible Product Custom
Fields’ information
• Suggested Price
18
Each Tag’s specific
information:
• Tag Number
• Active or Inactive
• Status
• 4 possible Tag Custom Fields’
information
• Last Modified Date & by
Whom
• Projected Life
• Expiration Date
• Tag Notes
• Serial Number
• Destination (if In Transit)
Each Tag’s inventory &
funding history:
• Inventory Type
(Initial or Order)
• Order Number
• Vendor
• Funding Source
• Account Code
• Purchase Price
• Purchase Date
TAG SEARCH
Tag/Serial Search
Tag Search is located on the top navigation bar. It allows a user to search for a specific tag number or
serial number and review details regarding that equipment, including:
Tag
Details
• Tag number
• Serial Number
• Site
• Location
• Asset Type (Standalone,
Parent, or Component)
• Status (In Use or
Available)
• Date Issued
• Tag Notes
Funding
Information
• Inventory Type
• Order Number
• Funding Source
• Vendor
• Purchase Date
• Purchase Price
• Expiration Date
Product
Information
• Product
• Product Number
• Hardware Type
• Manufacturer
• Model
• Replacement Price
• Product Notes
• Product Image
1.Click within the Tag/Serial Search field, located on the top navigation bar.
2.Enter the tag number (it can be made up of alpha and/or numeric characters).
3.Click on Search or select the Enter key on your keyboard.
4.The Tag Information window will appear and display the details of the tag.
19
5.If you wish to search for another tag, use the Tag Search field located at the top of the Tag
Information window and repeat steps 2 through 4.
6.Click on
to close the Tag Information window.
NOTE: Once you do a search
within the Tag Information
Window you can only search for
the tag number, if you need to
perform another serial number
search you will need to close the
Tag Information Window and
perform the serial number search
in the Tag/Serial Search Box.
20
Tag Information Window Tabs
The Tag Information Window has five tabs. Those tabs are: Detail, Status History, Audit History,
Components, and Attachments. On the next few pages we will review the uses for each of those pages.
Status History Tab
The stutus history tab will give you an idea of every time that tag number has been edited in TIPWebIT.
This will show when your item has been received, moved, or edited in any way. This includes tag
numbers that have been archived in TIPWebIT, even if they have been archived on the system you can
still look them up and see their previous status’.
Audit History Tab
The audit history tab will show you every time the tag number has been a part of an audit and will tell
you the status/position during that audit, whether it is for a site audit or a room audit.
21
Components Tab
The components tab will let you see any components under this “parent” item. The components are
convenient for a school tech or site IT to use because it allows them to move multiple items that are
together as one single item. Such as a computer cart that is filled with 20 laptops, you can make one
move of the computer cart and all the laptops go with it as components. This is easy to identify in the
“detail” tab of the Tag Information Window. When you look at the Asset Type it will tell you if the
equipment is: Standalone (such as an independent piece of equipment, such as a desktop computer or a
Promethian board), Parent (such as a computer cart or an iPad charging station), or Component (such as
a laptop, iPad, or tablet).
Attachments Tab
This is a good place for you to upload documents associated with this specific piece of equipment.
Documents that would be good to upload here include: repair documents, salvage paperwork, or police
reports if this was damaged or stolen and needed to be reported to the Albuquerque Police. 22
Changing Status
When in the Tag Information window, the upper right hand corner window is the “Select Action” drop
down list. You can change the status of the asset through this drop down list. The current status of the
asset will not show on the drop down list, so it is only used for changing the status. For instance if you
have a status of “In Use,” use this window to chang it to “Available.” In some instances, the status will
need to be changed to “Available” in order for the asset to be moved from one location to another.
Also, using the “Select Action” drop down list you can collect a asset that has been issued to a staff
member or student. If you perform a tag search on a product that has been returned by a staff member,
you can go to the drop down list and click on “Collect” to collect the asset back from the staff member. 23
LET’S REVIEW
Activity
True or False?
In pairs, read the following statements and circle whether the statement is true or
false.
1.
You can find the Tag Export on the top right side of the screen on
the TIPWebIT pages.
True
False
2.
The Tag/Serial Seach can be used to search for an asset’s tag
number or serial number.
True
False
3.
The status history tab of the Tag Search Window is read from the
top to the bottom with the oldest data at the top.
True
False
4.
The components tab of the Tag Search Window is used to change
the status of the asset.
True
False
5.
The drop down list in the Tag Search Window can be used to
collect an asset back from staff or transfer from the missing room
after an audit.
True
False
24
EQUIPMENT MANAGEMENT
25
PURCHASING
Purchasing Introduction
The Purchasing page allows a site level user or site administrator to view purchase orders
and receive items for assignment to rooms while simultaneously recording essential
purchasing data (purchase order number, purchase date, vendor, funding source, and
quantity).
You can view the Purchase Order by clicking on the Purchasing tab and click clicking on
any individual line, the line will turn yellow (as seen below) and allow you to see the line
items of the PO that are assigned to your school.
Receiving Assets
When you receive items at your site, they may be received pre-tagged or untagged. Each
of these will have a different procedure to follow for receiving the item into your Site’s
TIPWebIT.
26
Untagged Items
When you receive assets in to your site that does not have a tag on them, you will need to
tag them yourself. In this case, you should have received a copy of the PO with the tags
you will need from the Capital Fiscal Services Department.
If you have already received the tags through inter-office mail, then you can receive the
assets and tag them. If you haven’t received the tags, send an email to “fixed.assets@
aps.edu” and explain that you need tags, include in the email the PO number, line item
(if available), and basic description of the item and you will be contacted by the Capital
Fiscal Services Department.
If you already have the tags you need, then follow these steps to receive the asset(s) into
TIPWebIT.
1. Click on the Purchasing tab and perform a search for the PO number for the items received asset.
Click on the PO line and it will turn yellow and allow you to see the individual lines of the PO.
2. Then click on the line for the assets you are trying to receive. As you see in the graphic above, the
line item will turn yellow and open a new sub-tab that allows you to see the; site, order details, and
line with receiving status. On the “Actions” column, you should see the “scan tags into inventory”
icon
.
3. The “scan tags into inventory” icon can be either grayed out or visible . If the icon is grayed
out, then please contact Capital Fiscal Services at “[email protected] and let your representative
know that you cannot receive the the item.
4. If the “scan tags into inventory” is available for you to use in the “Actions” column, then click on
the icon.
27
5. When you click on the “scan tags into inventory” icon, TIPWebIT will open the window below.
6. Scan or find the room number using the drop-down list in the first window.
7. Put the status for the asset. You should only have the choices of “Available” and “In Use” in the
drop-down list. 8. Scan or input the tag number that you received from Capital Fiscal Services and ensure you put the
serial number in the Serial space, if it is available.
9. Once you have conpleted this window it will automatically lock the room and status fields and take
you to the next tag number window box for you to continue receiving items for the PO line. When
you finish the PO line, then it will automatically display a window that says the PO line has been
completed and there are no more items on that PO line to receive. If you did not receive all of the
items for that PO line (if there were 45 items order and you received 20 of them, you can receive
only the 20 items) then you can click on “done” and return to the PO to complete the line item at a
later time.
28
Pre-Tagged Items
When you receive a shipment at your site and you find the equipment is already tagged
with an APS bar code, you should find the item has already been received and the tag
is in your TIPWebIT. If the items is already tagged with an APS bar code, then the APS
Purchasing Department had the item to be tagged on the purchase order. When the item
is delivered to your site and there is a tag on the item, you can perform a tag search on
TIPWebIT and see if the item is already at your site. The item should be at your school site
and in the “Receiving” room for you to perform a “Room to Room transfer.”
Room to Room Transfer
To do a room to room transfer:
1. Click on Room to Room under Tools.
2. Enter the Room Number to which the item will be moved. If you manually enter the number,
click on Next to proceed to the next field OR click on Search to find and select the Room Number.
3. Using the Status field’s drop down menu, select the Status of the item being moved.
Available - assigns item to the room for the purpose of later issuing it to an individual or another
room.
In Use - assigns item to the room with a status of ‘in use’, making it unavailable to issue to a staff
member or a student.
NOTE: The only status that a tech should ever use is: “Available”, “In Use”, and “In Repair.” For the
Room-to-Room transfe, only the “Available” and “In Use” status’ will be available.
4. Scan/enter the Tag Number into the Tag field. If you manually enter the number, click on Save to
add this item to the room.
5. If accessories were issued to this tag, they will be displayed to remind you to transfer them
with the item being moved from its current room. Select Transfer Selected to transfer the listed
accessories.
6. Select Done to exit the Room to Room Transfer window.
29
LET’S REVIEW
Activity
True or False?
In pairs, read the following statements and circle whether the statement is true or
false.
1.
Is the receiving process the same for a Purchase Order as it is for
the site refresh?
True
False
2.
The “Scan Tag into Inventory” icon is used for receiving in your
site’s pretagged assets.
True
False
3.
Your site’s pretagged assets can be found in your site’s receiving
room when they are first acquired.
True
False
4.
The memo for purchase ordering receiving should be signed and
returned as soon as the memo arrives at your site..
True
False
5.
Contact the CFS Department if you do not have a “Scan Tag into
Inventory” incon on your PO line item when you try to attach the
asset tag.
True
False
30
STAFF
Staff Introduction
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). There are multiple functions allowing a site
user to perform tasks pertaining to issuing items to staff members, reporting inventory,
and inventory history for each staff member.
Add/Delete Staff
The staff at Capital Fiscal Services (CFS) will be responsible for adding and deleting
the staff and students on your site’s TIPWebIT. We recommend that you periodically
(annually preferred) print a copy of the staff report (exported Excel report in the Staff
tab reports). Once you have the report, check the staff (or ask your administration
to assist you with verifying the report) for accuracy. Once you have ensured the
accuracy or determined the innaccuracy of the TIPWebIT staff list, you will contact
your CFS tech to get our office to make the corrections on your staff list.
Staff Overview
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
Actions - functions allowing the site user to affect or view status of items issued
31
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
Staff Transaction Receipt - (see Staff Reports section below)
Staff Reports
The Staff page provides three reports in two areas to be viewed/printed.
Staff Report Drop Down area:
PDF:
Barcode IDs - provides, in PDF format, a listing of the staff on a site and their
respective barcodes.
Excel:
Staff Listing - provides, in csv format, a list of the staff for the site, with Staff ID, first
name, middle name, last name, grade (they teach), Homeroom, and staff type.
Staff Inventory Status - provides, in csv format, a list of all inventory items that are
issued to staff with a full listing of the asset. This report can be created using the
status (In Use, Available) that you want used.
32
Issuing to Staff
There are two ways to issue equipment to Staff. We will see how to issue
equipment to Staff through the Staff tab and also through the Quick Links Tools menu.
First, we will go to the Staff tab and issue
to a staff member there.
1.Click on the Staff tab in TIPWebIT.
2.Go to the Actions section of the grid and choose
Issue Inventory to Staff.
3.Using the Issue Inventory to Staff window from the Staff
Tab, we have the employee number and name already
completed.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Receive to issue this
item to the selected Staff. If you use your scanner it will
Receive automatically.
5.Click
Done to exit the Issue to Staff window.
Second, we will go to the Tools and issue to a staff member there.
1.Click on Issue to Staff under Tools.
2.This pulls up the Issue Inventory window.
3.Using the Issue Inventory to Staff window under the Tools,
we do not have the employee number and name already completed and we need
to either look up the information or scan their employee number.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Receive to issue this
item to the selected Staff. If you use your scanner it will
Receive automatically.
5.Click
33
Done to exit the Issue to Staff window.
Collecting from Staff
There are three ways to collect equipment from Staff. We will see how to collect equipment from Staff
through the Staff tab, through the Tools menu, and through the Tag/Serial Search window.
First, we will go to the Staff tab and collect
from a staff member there.
1.Click on the Staff tab in TIPWebIT.
2.Click on the name of the Staff
member we need to collect from.
3.Since the Staff member has been issued equipment, in the
Actions next to the equipment they were issued, click on
the
Quick Collect icon.
4.Since we used the Quick Collect icon, the tag number
is already entered.
5. Check the room number that you want the
equipment returned to, it will default to the room it was issued
from, then click
Save.
6.Click
Done to exit the Quick Collect window.
Second, we will go to the Tools and Qick Collect there.
1.Click on Quick Collect under Tools.
2.This pulls up the Quick Collect window.
3.Put in the room number you want the equipment returned to,
lock the room if you are having multiple pieces returned to
that room.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Save to collect this
item to the selected Staff. If you use your scanner it will
save automatically.
5.Click
Done to exit the Quick Collect window.
Third, we will go to the Tag Search Window
1.Use the tag number in the Tag/Serial Search box. In the upp
save automatically.
34
35
ACTION ITEMS
Initiate Transfer
TIPWeb-IT allows items to be moved from one site to another site through the process called Site to Site
Transfers. Site to site transfers require the items
to be in the status of Available. Tag Search or Tag
Export will help you verify the item’s current status.
1.Click on Initiate Transfer under Quick Links Tools.
2.Enter the destination (site receiving the transfer) through the drop-down list, then click
on the
GO button.
3.Scan or enter the Tag Number into the Tag field. If you manually enter the tag, click on
to add the item to the transfer. If you scan the item, it will automatically be added.
4.Continue entering tag numbers until all items have been added.
5.Click on
Print Ticket.
6.Using the PDF reader’s controls, print out the Transfer Ticket.
7.Click Done to exit the Print Transfer Ticket window.
8.Click on
Submit Items, changing the transfer status
to “In Transit.”
9.Click
10. Click
36
Ship Transfer
to exit the Initiate Transfer screen.
Transfer
Receive Transfer
1.Click on Receive Transfer under Tools Quick Links.
2.Scan/enter the Transfer Number located on the Transfer Ticket. If
you manually enter the ticket number, click on Next to proceed to the next field
OR
Search to find and select the appropriate Transfer. (if you search, look
for an item that is “In Transit.”
3.Using the Room field’s drop down menu, select the Room into which item will be received.
4.Using the Status field’s drop down menu, select the Status of the item(s) being received.
Available - assigns item to the room for the purpose of later issuing it to an individual or another
room.
In Use - assigns item to the room with a status of “in use”, making it unavailable to issue to a staff
member or a student.
5.Scan or enter the Tag Number into the Tag field. If you manually enter the number, click on
Receive to issue this item to the selected room.
6.Continue to enter tag numbers until the
Complete icon turns
green for each product on
the transfer. If desired, you may change the Room and Status fields before entering another tag.
Unless changed, those fields will retain the original settings from step 3 and 4.
7.Click
37
Done to exit the Receive Transfer screen.
Room to Room Transfer
1.Click on Room to Room under Quick Links Tools.
2.Enter the Room Number to which the item will be moved.
If you manually enter the number, click on Next to proceed to the next field
OR click on
Search to find and select the Room Number.
3.Using the Status field’s drop down menu, select the Status of the item being moved.
Available - assigns item to the room for the purpose
of later issuing it to an individual or another room.
In Use - assigns item to the room with a status of
‘in use’, making it unavailable to issue to a staff
member or a student.
4.Scan/enter the Tag Number into the Tag field. If
you manually enter the number, click on Save to
add this item to the room.
5.Select Done to exit the Room to Room Transfer window.
Did You Know?
Unless changed, the
Status field will retain
the original settings
from step 3.
If multiple tags are to
be moved to the same
room, select the Lock
icon.
This allows you to scan
all of the tag numbers
without entering the
room number for each
tag.
38
Issuing to Staff
There are two ways to issue equipment to Staff. We will see how to issue
equipment to Staff through the Staff tab and also through the Quick Links Tools menu.
First, we will go to the Staff tab and issue to a staff member there.
1.Click on the Staff tab in TIPWebIT.
2.Go to the Actions section of the grid and choose
Issue Inventory to Staff.
3.Using the Issue Inventory to Staff window from the Staff
Tab, we have the employee number and name already
completed.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Receive to issue this
item to the selected Staff. If you use your scanner it will
Receive automatically.
5.Click
Done to exit the Issue to Staff window.
Second, we will go to the Quick Links Tools and issue to a staff member there.
1.Click on Issue to Staff under Quick Links Tools.
2.This pulls up the Issue Inventory window.
3.Using the Issue Inventory to Staff window under the Quick Links Tools,
we do not have the employee number and name already completed and we need
to either look up the information or scan their employee number.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Receive to issue this
item to the selected Staff. If you use your scanner it will
Receive automatically.
5.Click
39
Done to exit the Issue to Staff window.
Collecting from Staff
There are two ways to collect equipment from Staff. We will see how to collect equipment from Staff
through the Staff tab and also through the Quick Links Tools menu.
First, we will go to the Staff tab and collect from a staff member there.
1.Click on the Staff tab in TIPWebIT.
2.Click on the name of the Staff member we need to collect from.
3.Since the Staff member has been issued equipment, in the Actions next to the equipment they were
issued, click on the
Quick Collect icon.
4.Since we used the Quick Collect icon, the tag number is
already entered.
5. Check the room number that you want the
equipment returned to, it will default to the room it was issued
from, then click
6.Click
Save.
Done to exit the Quick Collect window.
Second, we will go to the Quick Links Tools and Qick Collect there.
1.Click on Quick Collect under Quick Links Tools.
2.This pulls up the Quick Collect window.
3.Put in the room number you want the equipment returned to,
lock the room if you are having multiple pieces returned to
that room.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Save to collect this
item to the selected Staff. If you use your scanner it will
save automatically.
5.Click
40
Done to exit the Quick Collect window.
Adding Components to a Cart
Using Components is an easy way for a site tech to move multiple items with one quick move. This is
beneficial if you have a laptop cart, or something similar, that you take to other rooms in your site from
time to time. If you add the laptops as a component under the cart, when you move the cart then all of
the laptops will change position with the cart.
Follow these quick steps to make an item a component of another item.
First, you can start from the home page of your TIPWebIT:
1.Click on the Tag/Serial Search in the top right corner.
2.Type in the tag number for the cart or main item the others are attached to. When the tag window is
open, ensure the parent has a status of “available” and then click on the tab for Components.
3.Type in the tag number for your Components Tag window
and hit enter or scan the tag for automatic entry.
If you need to remove any components from the parent click on
the
41
Remove as Component button in the Action.
Receiving from a Purchase Order
When you receive assets in to your site that does not have a tag on them, you will need to
tag them yourself. In this case, you should have received a copy of the PO with the tags
you will need from the Capital Fiscal Services Department.
If you have already received the tags through inter-office mail, then you can receive the
assets and tag them. If you haven’t received the tags, send an email to “fixed.assets@
aps.edu” and explain that you need tags, include in the email the PO number, line item
(if available), and basic description of the item and you will be contacted by the Capital
Fiscal Services Department.
If you already have the tags you need, then follow these steps to receive the asset(s) into
TIPWebIT.
1. Click on the Purchasing tab and perform a search for the PO number for the items received asset.
Click on the PO line and it will turn yellow and allow you to see the individual lines of the PO.
2. Then click on the line for the assets you are trying to receive. As you see in the graphic above, the
line item will turn yellow and open a new sub-tab that allows you to see the; site, order details, and
line with receiving status. On the “Actions” column, you should see the “scan tags into inventory”
icon
.
3. The “scan tags into inventory” icon can be either grayed out or visible . If the icon is grayed
out, then please contact Capital Fiscal Services at “[email protected] and let your representative
know that you cannot receive the the item.
42
4. If the “scan tags into inventory” is available for you to use in the “Actions” column, then click on
the icon.
5. When you click on the “scan tags into inventory” icon, TIPWebIT will open the window below.
6. Scan or find the room number using the drop-down list in the first window.
7. Put the status for the asset. You should only have the choices of “Available” and “In Use” in the
drop-down list. 8. Scan or input the tag number that you received from Capital Fiscal Services and ensure you put the
serial number in the Serial space, if it is available.
9. Once you have conpleted this window it will automatically lock the room and status fields and take
you to the next tag number window box for you to continue receiving items for the PO line. When
you finish the PO line, then it will automatically display a window that says the PO line has been
completed and there are no more items on that PO line to receive. If you did not receive all of the
items for that PO line (if there were 45 items order and you received 20 of them, you can receive
only the 20 items) then you can click on “done” and return to the PO to complete the line item at a
later time.
43
Collecting from the Missing Room
Changing the Status
There are three ways that you can change the status of an asset from the Missing Room with Changing
the Status, Issuing the Asset to a Staffmember, or using the Quick Collect. Each of those ways is
shown step by step specifically for collecting from the Missing Room in the follow pages.
When in the Tag Information window and the product is in the missing room (after an audit). Click on
the upper right hand corner window, which is called the “Select Action” drop down list. You can change
the status of the asset through this drop down list. If the item is in the missing room, like our example
below, then you can “Issue to Staff,” “Issue to Student,” or “Room Transfer.” If you want to change the
status of an asset: the current status of the asset will not show on the drop down list, so it is only used
for changing the status. For instance if you have a status of “In Use,” use this window to chang it to
“Available.” In some instances, the status will need to be changed to “Available” in order for the asset to
be moved from one location to another.
44
Room to Room Transfer from the Missing Room
1.Click on Room to Room under Quick Links Tools.
2.Enter the Room Number to which the item will be moved.
If you manually enter the Missing Room, click on
the next field OR click on
Next to proceed to
Search to find and select the Room Number.
3.Using the Status field’s drop down menu, select the Status of the item being moved.
Available - assigns item to the room for the purpose
of later issuing it to an individual or another room.
In Use - assigns item to the room with a status of
‘in use’, making it unavailable to issue to a staff
member or a student.
4.Scan/enter the Tag Number into the Tag field. If
you manually enter the number, click on Save
to add this item to the room.
5.Select Done to exit the Room to Room Transfer window.
Quick Collect from the Missing Room
There are two ways to collect equipment from Staff. We will see how to collect equipment from Staff
through the Staff tab and also through the Quick Links Tools menu.
First, we will go to the Quick Links Tools and Qick Collect there.
1.Click on Quick Collect under Quick Links Tools.
2.This pulls up the Quick Collect window.
3.Put in the room number you want the equipment returned to,
lock the room if you are having multiple pieces returned to
that room.
4.Scan or enter the Tag Number into the Tag field. If you
manually enter the number, click on Save to collect this
item to the selected Staff. If you use your scanner it will
save automatically.
5.Click
45
Done to exit the Quick Collect window.
LET’S REVIEW
Activity
True or False?
In pairs, read the following statements and circle whether the statement is true or
false.
1.
Site users can add and delete staff from TIPWebIT.
True
False
2.
The name of the staff member, the asset, and the issue date are all
listed on the Staff Transaction Receipt?
True
False
3.
The best way to update your staff listing is by verification with
your Administration and the Staff Listing Report.
True
False
4.
The Equipment Check-Out Loan Agreement is only necessary to
be used during the summer check-out to your staff.
True
False
5.
It is necessary to click “Ship Transfer” after clicking “Submit
Transfer” in the Initiate Transfer Window for the other site to
receive the transferred assets.
True
False
6.
The assets being transferred to your site are part of your inventory
before you “Receive Transfer.”
True
False
7.
The components tab of the Tag Search Window is used to change
the add components to a parent asset.
True
False
46
MISCELLANEOUS ITEMS
This area is for the miscellaneous items that are important for you to have as a reference.
47
CATALOG
The Catalog page allows a site to view their site’s tracked products. The district adds the products
to the Catalog database and identifies the required information to be tracked with each product.
Important pieces of information your district will be addressing include tracking
the Serial Number, identifying Other fields, and Custom fields.
The Hardware grid allows you to search for district tracked active products
(default) and inactive products (if “Show Inactive” is selected).
In your day-to-day functions you will have very little work to do in the catalog. However, if you are
looking for a specific product, find it in the catalog and click on the line item itself. This will pull up
a sub-window with “Details,” “Inventory,” and “Accessories” tabs. Such as what you see above. If there
are multiple of those items and you want to find the location for them, you can click on the “Detail
Inventory” icon in the actions column. This will give you the specific location of those items and the
quantity with their status; “in use, available, etc.”
48
CATALOG
Catalog Reports
There are four catalog related reports in two areas which can be viewed/ printed
from the Catalog page.
Catalog Report Drop Down area:
--- PDF --• Product Catalog Report - complete listing, in PDF format, of catalog
products within TIPWeb-IT and has detailed information regarding each
product (including product number barcodes)
--- Excel --• Product Listing - provides, in XLS format, a listing of all district tracked
products and the details of those items
• Inventory Aging By Product Type - provides, in XLS format; Product Type,
Location Type, Quantity, and Age (which is calculated by the purchase date of
the hardware item).
Tools area:
• Tag Export - provides, in CSV format, a complete
listing of the tags and each tag’s detailed information
within TIPWeb-IT respective to your site
Did You Know?
Tag Export has an
incredible amount of
product information.
Tag Export is located
under Quick Links
Tools.
So it is available
regardless of your
location within the
TIPWeb-IT application.
49
AUDITS
Audit Overview
An Audit allows a site to scan all tags in a room and quickly identify missing
items, misplaced items, and where those misplaced items should be located.
Site Audit
The site audits are conducted by the Capital Fiscal Department and are done on the entire site, whether
school or department. The site audits will be done annually and will help the site to verify the accuracy
of their inventory. When site audits are conducted, the principal/director of the site and the tech/
TIPWebIT user will be notified and requested the time to conduct the audit. With the use of TIPWebIT the
audit will be conducted as quickly as possible without interferring with any classroom/office any more
than necessary. With the location tags at the site, the location will be scanned for the audit and then each
piece of equipment within that location will be scanned for verification into TIPWebIT.
Room Audit
Room audits are conducted by the Tech/ TIPWebIT user to verify the information on is correct. These
audits are conducted by the site at the request of the principal/director and are at the Tech/ TIPWebIT
users discretion.
50
STUDENTS
Students Introduction
Students are the learners within a site to which items are issued.
The Students grid allows you to search for active students (default) and inactive students
(if “Show Inactive” is selected).
There are multiple functions allowing a site user to perform tasks pertaining to issuing
items to students, reporting inventory, and inventory history for each student.
The student page is very similar to the staff page as it is used for issuing equipment to
personnel associated with the school district. However, with the Students page students
can be charged items that are lost, which makes the “charges” tab under the students as
the primary difference. 51
HAYES SUPPORT
Support from Hayes
With TIPWebIT, there is a couple of places you can go to learn more about this software. However, we
recommend that you contact the Capital Fiscal Services Department between searching for answers to
problems as they may be questions we hear often and be able to answer you quickly and easily.
Help
At the top of the TIPWebIT page, you will find the HELP next to the Log Off button. The help
button will take you to another webpage (opening in a new tab on your browser). This will provide a list
of areas that may offer you help with your TIPWebIT question.
Support Center
At the bottom left of the TIPWebIT page, you will find the Support Center
button. The Support Center button will take you to another webpage (opening in a new tab on your
browser). This will provide a different categories of areas that you may have a question about. This page
provides you with videos, step-by-step resources, and documents to help you do things in TIPWebIT.
52
Clear Form
Salvage/Equipment Removal Request Form
Fax: 505-848-8850
FROM: SITE REMOVAL LOCATION:____________________________________LOC. NO._______________________
TO: SITE TRANSFER LOCATION:_______________________________________LOC. NO._______________________
SITE ADMINISTRATOR:_______________________________________________DATE:_________________________
**All information fields must be accurate and complete or it may be rejected. Salvage must be in (1) or (2) accessible locations.
QTY
BARCODE #
APS #
SERIAL #
DESCRIPTION
ROOM OR BUILDING LOCATION OF SALVAGE (EX: Room 222, P-4, Cafeteria etc...):_________________________________
___________________________________________________________________________________________________________
PRIMARY CONTACT PERSON: ______________________________________
PHONE: ____________________________
SECONDARY CONTACT PERSON:___________________________________
PHONE:____________________________
The purpose of this form is to request salvage pick-up at your site, send your request to Materials Management or FAX to 8488850 or email to [email protected] PAGE _________ OF _________
53
Form is available at the aps.edu website. Go to aps.edu and search
for salvage, this will take you to the form online.
APS STAFF SUPPORT
Elementary Schools
School
A. Montoya Elementary School
Adobe Acres Elementary School
Acoma Elementary School
Alameda Elementary School
Alamosa Elementary School
Alvarado Elementary School
Apache Elementary School
Arroyo Del Oso Elementary School
Armijo Elementary School
Atrisco Elementary School
Bandelier Elementary School Barcelona Elementary School
Bel-Air Elementary School
Bellehaven Elementary School
Carlos Rey Elementary School
Chamiza Elementary School
Chaparral Elementary School
Chelwood Elementary School
Cochiti Elementary School
Collet Park Elementary School
Comanche Elementary School
Coronado Elementary School
Corrales Elementary School
Dennis Chavez Elementary School
Dolores Gonzales Elementary School
Double Eagle Elementary School
Duranes Elementary School
E. G. Ross Elementary School
East San Jose Elementary School
Edward Gonzales Elementary School
Emerson Elementary School
Eubank Elementary School
Eugene Field Elementary School
Georgia O’Keeffe Elementary School
Governor Bent Elementary School
Griegos Elementary School
H. Humphrey Elementary School
Hawthorne Elementary School
Helen Cordero Elementary School
Hodgin Elementary School
Inez Elementary School
John Baker Elementary School
Kirtland Elementary School
Kit Carson Elementary School
La Luz Elementary School
54
Staff Assignment
Bruce Ellerd
Jennifer Jacobs
Bruce Ellerd
Amanda Acosta
Amanda Acosta
Amanda Acosta
Bruce Ellerd
Bruce Ellerd
Jennifer Jacobs
Amanda Acosta
Jennifer Jacobs
Jennifer Jacobs
Bruce Ellerd
Bruce Ellerd
Amanda Acosta
Amanda Acosta
Amanda Acosta
Bruce Ellerd
Bryan Allison
Bruce Ellerd
Bruce Ellerd
Jennifer Jacobs
Amanda Acosta
Amanda Acosta
Jennifer Jacobs
Amanda Acosta
Bryan Allison
Bruce Ellerd
Jennifer Jacobs
Amanda Acosta
Jennifer Jacobs
Bruce Ellerd
Jennifer Jacobs
Bruce Ellerd
Bruce Ellerd
Bryan Allison
Amanda Acosta
Bruce Ellerd
Amanda Acosta
Bruce Ellerd
Bruce Ellerd
Bruce Ellerd
Jennifer Jacobs
Jennifer Jacobs
Bryan Allison
School
Staff Assignment
La Mesa Elementary School
Lavaland Elementary School
Lew Wallace Elementary School
Longfellow Elementary School
Los Padillas Elementary School
Los Ranchos Elementary School
Lowell Elementary School
M. A. Binford Elementary School
MacArthur Elementary School
Manzano Mesa Elementary School
Marie M. Hughes Elementary School
Mark Twain Elementary School
Matheson Park Elementary School
McCollum Elementary School
Mission Avenue Elementary School
Mitchell Elementary School
Monte Vista Elementary School
Montezuma Elementary School
Mountain View Elementary School
Navajo Elementary School
North Star Elementary School
Onate Elementary School
Osuna Elementary School
Painted Sky Elementary School
Pajarito Elementary School
Petroglyph Elementary School
Reginald Chavez Elementary School
Rudolfo Anaya Elementary School
S. R. Marmon Elementary School
S. Y. Jackson Elementary School
San Antonito Elementary School
Sandia Base Elementary School
Seven Bar Elementary School
Sierra Vista Elementary School
Sombra Del Monte Elementary School
Sunset View Elementary School
Tierra Antigua Elementary School
Tomasita Elementary School
Valle Vista Elementary School
Ventana Ranch Elementary School
Wherry Elementary School
Whittier Elementary School
Zuni Elementary School
Zia Elementary School
Jennifer Jacobs
Amanda Acosta
Jennifer Jacobs
Jennifer Jacobs
Jennifer Jacobs
Amanda Acosta
Jennifer Jacobs
Jennifer Jacobs
Amanda Acosta
Bruce Ellerd
Amanda Acosta
Jennifer Jacobs
Bruce Ellerd
Bruce Ellerd
Amanda Acosta
Bruce Ellerd
Jennifer Jacobs
Jennifer Jacobs
Jennifer Jacobs
Jennifer Jacobs
Amanda Acosta
Bruce Ellerd
Bruce Ellerd
Amanda Acosta
Jennifer Jacobs
Amanda Acosta
Amanda Acosta
Jennifer Jacobs
Amanda Acosta
Bruce Ellerd
Bruce Ellerd
Jennifer Jacobs
Amanda Acosta
Amanda Acosta
Bruce Ellerd
Amanda Acosta
Bryan Allison
Bruce Ellerd
Amanda Acosta
Amanda Acosta
Jennifer Jacobs
Jennifer Jacobs
Bruce Ellerd
Jennifer Jacobs
APS STAFF SUPPORT
School
K-8 School
Staff Assignment
George I. Sánchez Collaborative Community
Jennifer Jacobs
Middle Schools
Cleveland Middle School
Bruce Ellerd
Desert Ridge Middle School Amanda Acosta
Eisenhower Middle School Amanda Acosta
Ernie Pyle Middle School
Jennifer Jacobs
Garfield STEM
Bryan Allison
Grant Middle School
Bruce Ellerd
Harrison Middle School
Bryan Allison
Hayes Middle School
Jennifer Jacobs
Hoover Middle School
Bruce Ellerd
James Monroe Middle SchoolAmanda Acosta
Jefferson Middle School
Jennifer Jacobs
Jackson Middle School
Bruce Ellerd
Jimmy Carter Middle School Amanda Acosta
John Adams Middle School Amanda Acosta
Kennedy Middle School
Bruce Ellerd
L.B. Johnson Middle School Amanda Acosta
Madison Middle School
Bruce Ellerd
McKinley Middle School
Bruce Ellerd
Polk Middle School
Jennifer Jacobs
Roosevelt Middle School
Bruce Ellerd
Taft Middle School
Amanda Acosta
Taylor Middle School
Amanda Acosta
Tony Hillerman Middle School
Amanda Acosta
Truman Middle School
Jennifer Jacobs
Van Buren Middle School
Jennifer Jacobs
Washington Middle School Jennifer Jacobs
Wilson Middle School
Jennifer Jacobs
55
School
Schools of Choice
Staff Assignment
Career Enrichment Center & Early College
Academy
Jennifer Jacobs
College and Career High School
Jennifer Jacobs
School on Wheels
Jennifer Jacobs
Desert Willow Family School Bruce Ellerd
eCADEMY
Amanda Acosta
Freedom High School
Bruce Ellerd
Juvenile Detention Center Educational
Unit
Amanda Acosta
Nex+Gen Academy
Bruce Ellerd
New Futures High School
Amanda Acosta
Transition Services
Jennifer Jacobs
Vision Quest Alternative Middle School
Bryan Allison
High Schools
Albuquerque High School
Atrisco Heritage Academy
Cibola High School
Del Norte High School
Eldorado High School
Highland High School
La Cueva High School
Manzano High School
Rio Grande High School
Sandia High School
Valley High School
Volcano Vista High School
West Mesa High School
Jennifer Jacobs
Jennifer Jacobs
Amanda Acosta
Bruce Ellerd
Bruce Ellerd
Jennifer Jacobs
Amanda Acosta
Bruce Ellerd
Jennifer Jacobs
Bruce Ellerd
Bryan Allison
Amanda Acosta
Amanda Acosta
APPENDIX D (APS WARRANTIED ASSET RETURN & EXCHANGE FORM)
Albuquerque Public Schools
Warrantied Asset Return and Exchange Form
Please handwrite or type in the appropriate information below.
School Site:
Date:
Location #:
Resides in Room #:
OR checked out to: Employee Name:
Name:
Employee #:
Telephone #:
Email Address:
Step 1: Equipment to be exchanged under existing Equipment Warranty
Equipment Make:
Model:
Equipment Asset Tag #:
Equipment Serial #:
Fund Number:
Accounting Unit:
Original PO#:
Approval - Principal/Department Manager:
Step 2: New Equipment received under the Equipment Warranty process
Equipment Serial #:
Company Representative authorizing the exchange:
Print Name:
Signature:
Affix APS Asset Tag from original Equipment below
Property of the
Albuquerque Public Schools
Date:
Company Providing Warranty Replacement
Company Name:
Company Address:
Company Store Phone #:
Step 3: Options on how to obtain new asset tag
1. Send form to CFS by email: ([email protected])
2. When you receive the replacement tag with this form, sign below and return to CFS:
Print Name:
Signature:
Date:
---------------------------------------------------------------------------------------------------------------------------------------------------CFS Office Use: New Tag Number:
56
Date Sent to Site:
By:
Albuquerque Public Schools
Warrantied Asset Return and Exchange Form
It is important to note that in order to maintain the integrity of the inventory system,
ALL asset replacements need to adhere to the following process.
1. The Site-Tech Coordinator or Designee and not the employee who uses the asset, will download the
APS Warrantied Asset Return and Exchange Form from APS Intranet Department Directory > Capital
Fiscal Services – Documents.
2. The Site-Tech Coordinator or Designee will complete Step 1 of the APS Warrantied Asset Return and
Exchange Form, using the Tag/Serial Search functionality in TIPWeb-IT.
3. Principal or Department Manager will Approve the APS Warrantied Asset Return and Exchange Form.
4. If there is a local vendor store location, the Site-Tech Coordinator or Designee takes the asset to the
Vendor Store for a physical examination of the asset.
a. If it is determined a replacement is warranted, the Site-Tech Coordinator or Designee pays the
deductible for the replacement asset.
i. The Site-Tech Coordinator or Designee completes the APS Warrantied Asset Return and
Exchange Form and obtains the name, signature, and transaction date from the Vendor
Store Employee.
ii. The Site-Tech Coordinator or Designee will remove the asset tag from the damaged
asset and affix it onto the APS Warrantied Asset Return and Exchange Form.
b. If it is determined that a repair will return the warrantied asset to working condition the vendor
store employee will make the repair at the vendor store and return the asset to the Site-Tech
Coordinator or Designee.
i. The Site-Tech Coordinator or Designee will return the repaired asset to the respective
room or staff member.
ii. The Site-Tech Coordinator or Designee will put a note on the APS Warrantied Asset
Return and Exchange Form that a replacement was not necessary and add the partially
completed Form as a PDF to the attachment tab of the Tag Information window of the
repaired asset in TIPWeb-IT.
iii. The Site-Tech Coordinator or Designee will return the repaired asset to the respective
room or staff member.
5. If there is not a local vendor store location the Site-Tech Coordinator or Designee will place warrantied
asset and copy of APS Warrantied Asset Return and Exchange Form into a box and ship to vendor
repair facility.
a. If it is determined by the Vendor Repair Facility Employee a replacement is warranted, the
Vendor Repair Facility Employee will invoice the deductible district for the replacement asset.
i. The Vendor Repair Facility Employee completes the APS Warrantied Asset Return and
Exchange Form and includes their name, signature, and transaction date.
ii. The Vendor Repair Facility Employee will remove the asset tag from the damaged asset
and affix it onto the APS Warrantied Asset Return and Exchange Form.
iii. The Vendor Repair Facility will put the completed APS Warrantied Asset Return and
Exchange Form and the Replacement Asset into a box and ship it back to the Site-Tech
Coordinator or Designee.
57
b. If it is determined that a repair will return the warrantied asset to working condition the Vendor
Repair Facility Employee will make the repair at the Vendor Facility Location and ship the asset
to the Site-Tech Coordinator or Designee.
i. The Site-Tech Coordinator or Designee will return the repaired asset to the respective
room or staff member.
ii. The Site-Tech Coordinator or Designee will put a note on the APS Warrantied Asset
Return and Exchange Form that a replacement asset was not necessary and add the
partially completed Form as a PDF to the attachment tab of the Tag Information window
of the repaired asset in TIPWeb-IT.
iii. The Site-Tech Coordinator or Designee will return the repaired asset to the respective
room or staff member.
6. The Site-Tech Coordinator or Designee will scan the APS Warrantied Asset Return and Exchange Form
and email it to [email protected]. If they are unable to scan the APS Warrantied Asset Return and
Exchange Form, they may send the form to Asset Management Analyst (Cynthia Padilla) at Capital
Fiscal Services, Lincoln Complex.
7. The Asset Management Analyst will add the completed APS Warrantied Asset Return and Exchange
Form (in PDF format) as an attachment to the replaced asset Tag Number under the Tag/Serial Search
Field in TIPWeb-IT.
8. The Asset Management Analyst will record the product information of the replaced asset from the
open Tag Information Window.
9. The Asset Management Analyst will identify a pre-printed asset tag to be affixed to the replacement
asset.
10. Using the data from The APS Warrantied Asset Return and Exchange Form and the Tag Information
Window in TIPWeb-IT, the Asset Management Analyst will initialize the asset into its respective room
on the originating site by entering the asset tag number, serial number, room number, funding source,
product number, product name, and status for the replacement asset.
11. The Asset Management Analyst will mail the designated asset tag to the site so the Tech Coordinator
or School Designee can affix the asset tag to the replacement asset.
12. The Asset Management Analyst will add the APS Warrantied Asset Return and Exchange Form to the
attachment tab of the Tag Information window of the replacement asset in TIPWeb-IT.
13. Using the issue to staff functionality in TIPWeb-IT, the Site-Tech Coordinator or Designee will assign the
asset to the respective staff member or create a room to room transfer to assign the asset to the
respective room.
14. The Asset Management Analyst will change the status of the replaced asset to disposed in TIPWeb-IT.
Once the status has been changed to disposed, The Asset Management Analyst will archive the
disposed asset.
58
APS ASSET TAGS
Apple Product Tags
59
MEMO
03/18/2016
TO: Paul A. Romero
DEPARTMENT DESIGNEE/SITE MANAGER: Director
RE PO#: 151620731
Please read the information below, complete the process of scanning the bar code into TipWeb IT
and return this signed document. This confirms your understanding of the District Fixed Asset
Process. If you have any questions, please contact Jennifer Jacobs at [email protected] or
Ron Sandoval at [email protected].
Thank you.
1. I certify that I have received the new equipment and/or furniture itemized below.
2. The equipment has been properly received, is not damaged. The APS Barcode provided by
Capital Fiscal Services has been affixed and the barcode number has been permanently
marked or engraved on the asset.
3. Once you have received each asset and have affixed the barcode onto the asset,
please scan signed copy of this memo and email to [email protected] or send via
interoffice mail to Jennifer Jacobs CFS: Fixed Assets within 15 working days.
4. You will now be ready to scan this asset in TipWebIT. Once we have received this document
back we will then verify that the asset exists in TipWebIT at your school/site.
5. If you have not returned this form back within 15 working days an email will be sent to the
Point of Contact and a copy to the Principal requesting this documentation.
6. NOTE: Fixed Assets have been redefined by the Albuquerque Public Schools School Board as
any moveable item or equipment with an initial cost or value greater than $1,000.00 and any
computer equipment which contains memory (such as desktops, laptops, and iPads).
_______________________
_______
_____________
Tech Coordinator or School/Department Designee
Date
Please include the tag number and serial number for each item when receiving tags for
your PO#.
60
•
Enclosed are tag numbers (s) : 732700-732704
TIPWEBIT ICONS
We will introduce the specific meanings of all icons used in each area of TIPWebIT.
Many icons appear frequently throughout the application. The following are the
most common icons with which you will be interacting:
Accessories – mouse over this icon and it provides the accessories
issued (sometimes clickable to allow for editing issued quantity)
Add – adds something in regards to the area of TIPWeb-IT in which
you are located
Edit – opens the selected item/individual/area to edit any applicable
data
Lock – locks the data entered into the respective data field in order to
prevent the information from changing
Notes – mouse over this icon and it provides any notes entered
Print – opens a PDF version of the data you wish to view with the
option to view, save, and/or print the respective data
Refresh – refreshes the TIPWeb-IT area and returns the current
screen to its original state
Save – saves selected information to be accessed at a later time
Scan Tag Into Inventory –Lets you scan the tag of a new item to add
the asset to inventory from a purchase order.
Search – engages the search function
Unlock – allows the respective data field to be altered with new data
61
* Mouse over any icon in TIPWebIT and the name of that icon will appear above the icon.