LAUSD Documents - ITD Infrastructure - Site Computer Inventory User's Guide

 

LAUSD SITE COMPUTER INVENTORY   USER ’S GUIDE ITD INFRASTRUCTURE

Overview:  The Board of Education, responding to the increasing computer needs of students and staff, has asked Information Technology Division to conduct a survey and develop a strategic plan for cost-effective cost-effective acquisitions and management of  computers to ensure students and staffs has up-to-date instructional comput computing ing facilities. Since assets are managed by each site, the assistance of site level administrators administr ators is requested to collect computer asset information and enter it into a central inventory system. Currently schools are required to maintain inventories in various formats per the following policies or regulations: 

Education Code 35168 – Inventory of Equipment

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Board Rule 1703 – Responsibility of Principals for School Property

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BUL-953.0 BUL-953 .0 - Control of Site Equipment, June 2, 2004

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BUL-3508.1 - Inventory for Equipment Purchased Through Categorical Programs, February 4, 2008

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REF-2633.1 - Inventory of Student Body Owned Equipment, Oct.10, 2007

 This guide will help users successfully navigate through and utilize the web application to quickly and accurately keep an up-to-date inventory of site c computers omputers via the web.  This guide contains:  How to Access and Use: LAUSD Site Computer Inventory web application  Helpful Hints 

F.A.Q.’s

 

How to Access and Use: LAUSD L AUSD Site Computer Inventory web application   

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Open up a web browser and go to this website: http://site-computerinventory.noc.lausd.net/ After reviewing the Welcome page, please click on the link “Click Here to Login” at the bottom of the page. When prompted to log in please input your LAUSD username (usually the name before the @lausd.net of your email address) and password.  You will now be directed to another webpage that has information to be looked over above and a list box of sites below. Proceed to step (1) “Enter School Site.”  Type in your site’s location code in the box provided and press the Tab key. Ensure that the correct site name in the list box to the right is highlighted. OR

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Scroll through the list box and highlight your location code and site name. Proceed to step (2) “Enter Your Information” by filling in the four fields (Name, Title, Phone, E-mail). *See Helpful Hint #2 below. Once your information has been entered completed, click on the “Display Survey” button.  The following page contains the survey information information of computers c omputers specific to your site. Review the instructions in the two boxes near the top of the page. Quick description of the survey: o

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 The header shows the Site Name with the Location Code in parentheses. Below that is a summary of the count of computers.  The left box instructs the user how to set the status of each computer through a dropdown menu under the “status” column. Once the item statuses have been set on the form they can be stored by clicking the “Submit Survey” Survey” button at the page bottom. bottom. The online survey survey allows a user to complete the inventory inventory in multiple multiple sessions. In each session, session, items verified in previous sessions will show a green background in the status field. Once all items have had had their status verified verified the user will have the option to flag the survey as completed. Los Angeles Unified School District | Site Computer Inventory

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In the event that a computer does not show up on the inventory list, it may be added by clicking on the “Add An Item Not In List” at the top of  the inventory table.  The right provides definitions for each value in the item dropdown status menu. Directly below the two boxes are two buttons which will allow the data to be exported (to either Adobe PDF or MS Excel) in case you wish to print a hardcopy theNot siteIninventory. Another “Add An of Item List” button is also located next to these buttons. Below the buttons is a text field for entering the total number of  instructional instruction al computers at their site.  The following table shows the list of computers c omputers for the, including the status selection dropdown menu.

In the main section of the page, where all the computer records are listed the user must select the status from the dropdown dropdown menu to verify the item status. *See Helpful Hints #3-6 below.

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Verify computer count and inventory status settings are correcttthe correc andinstructional select the “Submit Survey” button butto n at the page bottom. •

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Once all of the inventory items are verified the confirmation page will display a button to mark the survey survey as completed. If all status updates have have been made then click this button. button. Otherwise click click the “Continue” “Continue” button.  You may now close the web browser.

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Helpful Hints 1. When login in, if your your username username does not work, you may also try your username with @lausd.net at the end (ex. [email protected]).

2. When filling in information in step 2 “Enter Y Your our Information,” fill in all

the fields as much as possible, but only the name field is required to continue to the next page. If the name field is left blank, you will be directed to an error “What happened?” page and your only option will be to go back. For your convenience, your information will be automatically automatical ly filled in for y you ou after you select your site. If the information is for a different staff member, please replace it with your information. *The name field should include Fi First rst AND Last name.*

3. Each column where the title is clickable clickable (Yellowish (Yellowish font, font, underlined, and the cursor changes to a hand) can be clicked and will result in the records to be sorted by that column. c olumn. Sorting the inventory information may make it easier to complete.

4. If any information information is incorrect, incorrect, the the “(edit)” link to the left of each each records records can be clicked on to edit the necessary information. information. Editable attributes in the row will be replaced with form elements. After you have completed your updates, click the save link on the left side of the row. To restore the values, click the cancel link.

5. When adding adding items not in the list, all fields with an asterisk (*) MUST be filled in.

6. If you do not know the precise precise purchase purchase date, please please provide provide your your best estimate.

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7. This is a yearly survey which takes takes place place each October. October. For your convenience convenience the status of your computer inventory will be maintained so that future surveys will require only that you update any changes made to your inventory over the year.

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Frequently Asked Questions Q: A:

 The link to the website does not work. Make sure that it is typed into the browser’s address bar correctly. Make sure from that you areorconnected to the LAUSD network; the link is not accessible home other non-LAUSD computers. Check internet connection.  Try again on another computer. Contact via e-mail [email protected]

Q: A:

I cannot log in.  Try using your complete e-mail address ([email protected]). Ensure that you have proper permission to access the site.

Q:

I selected my site’s Location Code and/or Site Name, but I can’t get to the inventory page.

A:

Make sure that at least the the nam name e fie field ld is fi fill lled ed in the “Display Survey” button.

Q:

I selected my site’s Location Code and/or Site Name, but the name/location code at the top of inventory page is different.

A:

Go back and try to log in again and select your location again. If the problem still occurs, contact via e-mail [email protected]

Q:

When I select my site, another staff member's contact inform information ation is shown. Do I just leave it, it, or do I fill in my information? information?

A:

Replace the information with your information

Q:

Can I submit some of the survey for now and come back to where I left off later?

A:

befo beforre cli click ckin ing g on on

 Yes, this web application allows the user to work on/submit the survey multiple times until completed. c ompleted.

Q:

I don’t have time to complete the entire survey.

A:

Schools are currently required to maintain an inventory of all of their computers; this web application allows the user to work on/submit the survey multiple times until completed.

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Q:

All computers on site are used for instructional purposes. purpose s. Even the computers in the administrative offices are used to print classroom materials. What classifies a computer as instructional? instructional?

A:

Computers that are used for instructional purposes purposes (includes computers that are owned or leased by the school that are used for direct instruction, curriculum development, classroom management, preparation preparatio n of instructional materials, etc.).

Q:

How can I edit incorrect or changed records?

A:

Clicking on the “(edit)” link to the left of each record will allow you to change the information of the records.

Q:

I have some computers that are not on the web application.

A:

Clicking on the “An an Item in List” button will direct you to a page where the information can be filled in for any additional computers. See Helpful Hints #7-8.

Q:

 There is a computer in my inventory, but I don’t have any records of it or it was never at my site to begin with.

A:

In the status field on that computer, selected “Unaccounted For.”

Q:

At my location, there are also one or more magnet schools.

A:

Please input the total number of instructional computers for your location as well as ALL MAGNET schools into the main location of the site. *State Preschools are NOT included.

Q:

I found duplicate computers on my inventory; how do I delete these records?

A:

Users do not have the option option to delete records. records. Please e-mail [email protected] with the list of serial numbers or asset tags for the duplicate records. The System Administrator Administrato r will delete them for you.

Q:

 There are records for printers and other non-computer items are in my inventory.. How do I delete them? inventory

A:

Printers and other non-computer items were imported from the District Integrator database, because these were installed together with your computers. However, they should not be a part of the Site Computer Computer Inventory.. The System Administrator will delete them for you, because Inventory users do not have the option option to delete records. records. Please e-mail assetLos Angeles Unified School District | Site Computer Inventory

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[email protected] with the list of serial numbers or asset tags for the duplicate records. Q:

 There is a computer in my inventory, but I know it was sent to another location.

A:

In the status field on that computer, selected “Transferred to Another Location Code.”

Q: A:

I need to delete a record on the inventory.  This cannot be done by the user; you need to contact via e-mail [email protected] for assistance.

Q:

I just need help.

A:

See memo MEM-4170.1 Contact via e-mail [email protected]

Q:

I have other computer related questions that do not relate to the Site Computer Inventory such as issues dealing with viruses, repairs, new computers, etc.

A:

We are sorry, asset management does not handle those types of  issues. You need to contact either the ITD Service Desk at (213) 2415200 or one of your administrators. administrators.

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