Frederick County Public Schools · Will update asset records within the TIPWeb-IT Asset Inventory System when required (i.e. changes to the asset assignment (room, staff or student),

Frederick County Public Schools ASSET INVENTORY

POLICIES AND PROCEDURES

2

Contents Introduction .................................................................................................................................................. 3

Asset Inventory Definition ............................................................................................................................ 3

Roles and Responsibilities ............................................................................................................................. 4

Technology Support Supervisor ................................................................................................................ 4

Technology Support Department ............................................................................................................. 5

TS2 ............................................................................................................................................................. 5

User Support Specialist ............................................................................................................................. 5

Warehouse Specialist and Warehouse ..................................................................................................... 6

Accounting Department ............................................................................................................................ 6

Principal/Manager .................................................................................................................................... 6

Technology Secretary ................................................................................................................................ 6

Campus-Department Secretary ................................................................................................................ 6

HR Department ......................................................................................................................................... 6

Purchasing Department ............................................................................................................................ 7

All Employees ............................................................................................................................................ 7

Teachers .................................................................................................................................................... 7

Students .................................................................................................................................................... 7

Vendors ..................................................................................................................................................... 7

Procedures for Inventory Asset Oversight .................................................................................................... 7

Acquisition of New Assets ......................................................................................................................... 7

Technology Department Purchased Asset Inventory- P-Card .................................................................. 8

Campus/Department Purchased Asset Inventory .................................................................................... 9

Receive New Inventory – Technology Department .................................................................................. 9

Receive New Inventory – Campus or Department ................................................................................. 11

Label Inventory with Asset Tags ............................................................................................................. 12

Assign or Collect Technology Inventory – Staff ...................................................................................... 15

Assign or Collect Student Mobile Technology Devices ........................................................................... 17

Record the Repair of Technology Assets ................................................................................................ 19

Removal and Disposal of iPads and Chromebooks ................................................................................. 22

Removal and Disposal of Inventory from Campus-Department ............................................................. 23

3

Introduction It is imperative that all Frederick County Public Schools (FCPS) employees are aware of the inventory

control system and comply with the procedures outlined. By using the appropriate systems and

communication methods from acquisition to disposal, staff will have a record of all assets for which the

district is responsible.

It is the responsibility of each campus and department administrator to ensure the employees under his

or her supervision follow the procedures outlined for acquiring, recording, inventorying, maintaining,

and disposing of district assets.

Stewardship Responsibility Department and Building Leadership are accountable for stewardship responsibilities of all technology assets under their control. This responsibility includes, but is not limited to:

● Basic safeguarding and physical security; ● Complying with district, state, and federal record-keeping; ● Maintaining assets in good working condition; ● Using assets safely and properly

Asset Inventory Definition All capital, fixed, and technology asset inventory having a probable useful life of at least one year; a purchase price greater than $500; or fall under an asset class listed below must be tracked in the asset inventory system, TIPWeb-IT.

Phase I: Audited asset classes (including walkable technology) that are required to be tracked include but are not limited to:

● Technology Equipment Categories (may include but are not limited to): ○ Desktop computers ○ Laptop computers ○ Chromebooks ○ Tablets ○ iPads

Phase II: Audited asset classes (including walkable technology) that are required to be tracked include but are not limited to:

● ACTT devices ● Interactive whiteboards ● Digital cameras ● AV/communications equipment ● Mobile charging carts ● Network equipment (servers; routers; wireless access points) ● LCD Projectors

4

● Flat screen TV’s ● Document cameras ● Software licenses (only multi-year or perpetual licenses) ● Purple Phones (Special Education) ● VOIP phones ● FCPS issued cell phones (tracked through AT&T Premier)

Potential Phase III: Audited asset classes (including walkable technology) that are required to be tracked include but are not limited to:

● Computer peripherals (monitors, external hard drives, docking stations) ● Facilities/grounds equipment (lawn tractor, leaf blower, weed eater) ● Appliances and Food services equipment (e.g., stove; freezer) ● Furniture (over $5000) ● Musical instruments ● Point-of-Sale equipment (e.g., terminal; monitor; keypads; cash drawers) ● Science equipment (e.g., microscopes; probes) ● Security equipment (e.g., camera systems) ● Vehicles

Unaudited asset classes not tracked in TIPWeb-IT with district asset tags may include:

● Keyboards ● Library books ● Mice ● Other peripheral accessories ● Protective cases ● Textbooks

Roles and Responsibilities

Technology Support Supervisor ● Will verify the creation of asset records within the TIPWeb-IT Asset Inventory System. ● Will add purchasing information into TIPWeb-IT. ● Will maintain the TIPWeb-IT Asset Management System, reviewing for accurate postings of

asset transactions. ● Will provide inventory tags for assets immediately upon identification of need. ● Will review and update inventory records to support Asset Acquisition and Asset Disposal ● Will communicate policy and procedure changes and address all unique circumstances

undefined. ● Will approve the final disposition of all technology surplus assets. ● Will prepare inventory reports to support the accurate accounting of assets. ● Will apply inventory tags to assets. ● Will coordinate and physically move technology assets at the campus level for delivery.

5

Technology Support Department ● Responsible for recording and maintaining accurate asset records in the TIPWeb-IT Asset

Management System. ● Will add purchasing information into TIPWeb-IT. ● Will apply inventory tags to assets. ● Will provide standard and guidance on technology purchases. ● Will repair technology devices. ● Will update asset records within the TIPWeb-IT Asset Inventory System when required (i.e.,

transfers) ● Will coordinate and physically move technology assets at the campus level for delivery. ● Will review and update inventory records to support Asset Acquisition and Asset Disposal. ● Will affix replacement inventory tags on assets immediately upon identification of need, and

make appropriate changes in TIPWeb-IT.

TS2 ● Responsible for recording and maintaining accurate asset records in the TIPWeb-IT Asset

Management System. ● Will maintain the TIPWeb-IT Asset Management System, reviewing for accurate postings of

asset transactions. ● Will apply inventory tags to assets. ● Will provide standard and guidance on technology purchases. ● Will repair technology devices. ● Will coordinate and physically move technology assets at the campus level for delivery. ● Will request replacement inventory tags for assets immediately upon identification of need. ● Will update asset records within the TIPWeb-IT Asset Inventory System when required (i.e.

changes to the asset assignment (room, staff or student), changes to the asset location (campus), changes to the asset status (repair, surplus, etc.).

● Will review and update inventory records to support Asset Acquisition and Asset Disposal. ● Will coordinate and physically move technology assets at the campus level for disposal or repair.

User Support Specialist ● Responsible for recording and maintaining accurate asset records in the TIPWeb-IT Asset

Management System. ● Will update asset records within the TIPWeb-IT Asset Inventory System when required (i.e.

changes to the asset assignment (room, staff or student), changes to the asset location (campus), changes to the asset status (lost, stolen, surplus, etc.).

● Will generate and approve requisition and technology approval forms POs for technology and asset inventory purchases.

● Will apply inventory tags to assets. ● Will request replacement inventory tags for assets immediately upon identification of need. ● Will affix replacement inventory tags on assets immediately upon identification of need and

make appropriate changes in TIPWeb-IT. ● Will coordinate and physically move technology assets at the campus level for disposal or repair. ● Will provide standard and guidance on technology purchases.

● Will verify physical receipt of inventory and update PO quantities in PeopleSoft.

6

Warehouse Specialist and Warehouse ● Will approve the final disposition of all surplus assets and coordinate with vendor, and update

TIPWeb-IT ● Will coordinate and physically move assets for disposal. ● Will deliver and pickup inventory to/from buildings.

● Will verify physical receipt of inventory and update PO quantities in PeopleSoft. ● Will review and update inventory records to support Asset Disposal. ● Will update asset records within the TIPWeb-IT asset inventory system when required (i.e.

transfers, receiving).

Accounting Department ● Responsible for recording and maintaining accurate asset records in the TIPWeb-IT Asset

Management System. ● Will verify the creation of asset records within the TIPWeb-IT Asset Inventory System. ● Will add purchasing information into TIPWeb-IT. ● Will provide inventory tags for assets immediately upon identification of need. ● Will communicate policy and procedure changes and address all unique circumstances

undefined. ● Will approve the final disposition of all capital assets. ● Will prepare inventory reports to support the accurate accounting of assets.

Principal/Manager ● Will ensure classrooms, computer labs, and offices are locked overnight to secure devices. ● Will work to satisfy and charges from damaged or lost accessories. ● Will assign and collect inventory from staff. ● Will approve the disposal of assets from their site.

Technology Secretary ● Responsible for recording and maintaining accurate asset records in the TIPWeb-IT Asset

Management System. ● Will add purchasing information into TIPWeb-IT. ● Will receipt and receive physical inventory. ● Will verify the creation of asset records within the TIPWeb-IT Asset Inventory System. ● Will generate and submit requisition and technology approval forms POs for technology and

asset inventory purchases.

● Will verify physical receipt of inventory and update PO quantities in PeopleSoft.

Campus-Department Secretary ● Will generate and submit requisition and technology approval forms POs for technology and

asset inventory purchases.

● Will verify physical receipt of inventory and update PO quantities in PeopleSoft. ● Will receipt and receive physical inventory.

HR Department ● Will notify campuses and departments when a staff member transfers or separates the district.

7

Purchasing Department ● Will approve requisitions and POs for all inventory purchases

All Employees ● Will ensure classrooms, computer labs, and offices are locked overnight to secure devices. ● Will ensure that all assets are used for approved purposes and not for personal gain. ● Will exercise “reasonable care” for asset safekeeping. ● Will ensure assets are in good working condition or maintenance needs are met. ● Will ensure assets are accessible during audits. ● Will report missing or stolen property to principal/department head within 24 hours of

discovery. ● Will notify the Technician to update TIPWeb-IT for campus and room location change of

equipment, if necessary. ● Will notify the Technician to update TIPWeb-IT for proper removal of equipment.

Teachers ● Will exercise “reasonable care” for equipment safekeeping. ● Will ensure equipment is in good working condition or equipment maintenance needs are met. ● Will ensure equipment is accessible during audits. ● Will report missing or stolen property to Technology Department/school leadership within 24

hours. ● Will notify their manager if they are transferring campuses, leaving the district, or storing

devices for the summer, to receive instructions on device collection.

Students ● Will exercise “reasonable care” for equipment safekeeping. ● Will ensure equipment is in good working condition or equipment maintenance needs are met. ● Will ensure equipment is accessible during audits. ● Will report missing or stolen property to school leadership within 24 hours.

Vendors ● Responsible for recording accurate asset record details in spreadsheets. ● Will accept disposal inventory for auction or recycle when requested.

Procedures for Inventory Asset Oversight

Acquisition of New Assets

8

The Accounting Department is responsible for monitoring and tracking all capital and fixed assets, and the technology assets are managed by the Technology Department. The Technology Department is responsible for advising FDSD personnel on technology purchases that meet district guidelines and provides preapproved technology equipment from the Technology Department or on the Purchasing website. The Technology Department researches, evaluates, completes bid processes, purchases, receives, distributes, and technology equipment. The Campus Principal and Department Head is responsible for following FCPS purchasing and financial guidelines for technology, non-technology, and fixed asset equipment. Campuses and Departments are required to filter Chromebook and iPad requests through the Technology Department, who will be responsible for ordering.

• The Technology Department is responsible for ordering Chromebooks and iPads on behalf of all campuses and departments through the P-Card process.

• Campuses and departments are required to adhere to the technology and finical guidelines when purchasing technology and trackable assets.

Technology Department Purchased Asset Inventory- P-Card Purpose: Individual campuses and departments are responsible for following FCPS purchasing and financial guidelines for purchasing Chromebook and iPads. The campus and department will need to provide exact information regarding the inventory purchased.

• Summer requests follow a slightly different workflow for requests from the campus.

# Step Responsibility

1 Staff submits Chromebooks/iPads requests and details to the User Support Specialist for approval.

Staff

2 User Support Specialist reviews and approves the request through workflow and submits through SolarWinds to the TS2 for approval.

User Support Specialist

3 TS2 reviews and approves the request and submits to the Principal for final campus approval. Upon principal approval, the request is submitted to the Technology Department.

TS2/ Principal

4

Technology Department Secretary creates a P-Card purchase for equipment.

Note: Vendor is aware that all equipment is delivered to “Tech Services 2”.

Technology Department

Secretary

5 Follow the steps documented in the Procedure for Receive New Inventory – Technology Department

Technology Department/ Technology Department

Secretary

9

Campus/Department Purchased Asset Inventory Purpose: Individual campuses and departments are responsible for following FCPS technology, purchasing and financial guidelines. The campus and department will need to provide exact information regarding the inventory purchased.


1

Campus-Department Secretary enters requisition for equipment (excluding Chromebooks/iPads) in PeopleSoft. Include the budget account, site, room number assignment, staff name, installation requirements, and the “ship to” location as “Campus” or “Department”.

Campus-Department

Secretary

2 The requisition form follows workflow through PeopleSoft for approval and is automatically routed to Purchasing Office for approval of account codes, and who will notify requestor if changes are necessary.

Purchasing Department

3 The Purchasing Department will approve the requisition through workflow to create the Purchase Order.

Purchasing Department

4

Accounting Department records asset details in the asset inventory system, TIPWeb-IT, within 3 days of PO creation. The list of inventory details will include at a minimum:

• Purchase Order Number, Vendor, Purchase Date, Product Description, Model, Manufacture, Projected Life, Catalog Image, Funding Source, Account Code, Price, and Total Quantity.

Accounting Department

5 Accounting Department provides the required amount and type of Asset Tag(s) for the purchase order to the campus/department through interoffice mail.

Accounting Department

6 Follow the steps documented in the Procedure for Receive New Inventory –Campus or Department.

Campus/ Department

Receive New Inventory – Technology Department Purpose: The purpose of this procedure is to establish a uniform process for receiving technology assets (Chromebooks & iPads) by the Technology Department into FCPS inventory at the Tech Services 2 building and transferring to the campus or department.

10


1 Technology Department Secretary verifies receipt of inventory purchases by Packing Slip and Workorder Number, verifying quantity count and number of boxes received at the Tech Services 2 warehouse.

Technology

Secretary

2 Technology Department Secretary provides a receipt of inventory to Accounts Payable who receipts the inventory in SolarWinds, which release payment to the vendor.

Technology

Secretary

3

Technology Support Department records asset details in the asset inventory system, TIPWeb-IT, within 2 working days of delivery. The list of inventory details will include at a minimum:

• Workorder Number (PO), Vendor, Purchase Date, Product Description, Model, Manufacture, Projected Life, Catalog Image, Funding Source, Account Code, Price, and Total Quantity.

Technology Support

Department

4 Technology Support Department follows the steps documented in the Procedure to Label Inventory with Asset Tags.

Technology Support

Department

5

Technology Support Department records/scans or imports from a vendor spreadsheet the asset details in TIPWeb-IT within 2 working days of delivery.

The list of inventory details will include at a minimum:

• Site ID (“Tech Services 2”), Room, Status (“Available”), Asset Tag Number, and Serial Number.

Note: If room number not known, use “Receiving” room as default.

Technology Support

Department

6

When the inventory is ready to be delivered to the campus/department, Technology Support Department initiates a Quick Transfer from the Tags Grid in the asset inventory system, TIPWeb-IT, searching Asset Tags through an Advance Filter using “Location ID”, or scanning in the Asset Tags, and selecting QUICK TRANSFER.

Technology Support

Department

7 Technology Support Department selects “Site to Site” from the TRANSFER TYPE and enters the specific campus/department as the Site and “Receiving/Front Office” as the room.

Technology Support

Department

11

8

Technology Support Department prints (2) copy of the Transfer Ticket from TRANSFER HISTORY on the Left Navigation Tools Menu in the asset inventory system, TIPWeb-IT, prior to delivery to leave with the campus/department, or provide to the Warehouse Driver for delivery.

Technology Support

Department

9 If needed Technology Support Department emails a copy of the Transfer Ticket to the Warehouse notifying them a large number of assets are ready for delivery.

Technology Support

Department

10 Technology Support Department/Warehouse Driver delivers asset(s) to the campus/department, provides the hard copy Transfer Ticket to leave with the campus/department and an obtains a signed copy for records.

Technology Support

Department/

Warehouse Driver

11

If required, User Support Specialist/TS2 relocates in the asset inventory system, TIPWeb-IT, and performs a Room-to-Room Transfer by selecting ROOM TO ROOM on the Left Navigation Tools Menu, or follows the steps in the procedures Assign or Collect Technology Inventory - Staff or Assign or Collect Student Mobile Technology, to assign to a person.

User Support

Specialist/

TS2

Receive New Inventory – Campus or Department Purpose: The purpose of this procedure is to establish a uniform process for receiving purchase orders (non-P-Card) purchase of non-technology and technology assets that are directly shipped to the campus or department inventory of FCPS.

• Accounting Department and Technology Department provide Asset Tags to the campus/department after a PO for assets is approved.


1 User Support Specialist verifies/Secretary receipt of inventory purchases by Packing Slip and Purchase Order, verifying quantity count and number of boxes received, and notifies the campus/department secretary.

User Support

Specialist/

Secretary

2 Campus-Department Secretary provides a receipt of inventory to Accounts Payable who receipts the inventory in PeopleSoft, which release payment to the vendor.

Campus-

Department

Secretary

12

3

User Support Specialist follows the steps documented in the Procedure to Label Inventory with Asset Tags.

Note: Accounting Department provides Asset Tags after PO creation.

User Support

Specialist

4

User Support Specialist records/scans or imports from a vendor spreadsheet the asset details in TIPWeb-IT within 2 working days of delivery.

The list of inventory details will include at a minimum:

• Site ID (as Campus or Department), Room, Status (“Available”), Asset Tag Number, and Serial Number.

Note: If Room not known at that time select the “Receiving” Room.

User Support

Specialist

5

User Support Specialist physically delivers the asset to the designated room. If needed, User Support Specialist relocates in the asset inventory system, TIPWeb-IT, by performing a Room-to-Room Transfer by selecting ROOM TO ROOM on the Left Navigation Tools Menu.

User Support

Specialist

7 If asset is assigned to a staff member or student, the User Support Specialist follows the procedure to Assign or Collect Technology Inventory - Staff or Assign or Collect Student Mobile Technology Devices.

User Support

Specialist

Label Inventory with Asset Tags

Purpose: The purpose of this procedure is to document how to request asset tags (i.e., barcode) and

proper placement of asset tags on assets.

Asset Tagging is the main process for identifying and managing assets and is a critical requirement for all

inventory tracked in the asset inventory system, TIPWeb-IT. The use of barcodes is considered an asset

inventory management industry best practice, and the asset tag replaces the serial number as the key

identifier of the asset. Inventory and assignment processes become more consistent and standardized

with the use of asset tags.

All fixed and technology assets classified for trackable inventory and maintained in the asset inventory system, TIPWeb-IT, shall each be affixed with a unique FCPS Asset Inventory Tag except in the following cases:

• Unaudited asset classes not tracked in TIPWeb-IT.

• Internal components and sub-components to internal components.

• Software licenses (utilize product key).

http://www.cfisd-technologyservices.net/uploads/5/1/5/7/51575175/ts-aas-as-005_assign_asset_id_tags_to_devices.pdf

13

• Insufficient surface area or unusual contour of surface that doesn’t allow for permanent adhesion.

• Subject to harsh environmental conditions (i.e., tag cannot reliably remain affixed to the items throughout asset lifecycle).

Tag Placement: Standard tag placement on assets is critical for a strong implementation and seamless auditing

procedures. Tag placement should be placed on assets where it can be read and scanned without

interrupting users that are using the asset or needing to move or transport the asset.

In addition, standard placement should:

• Not impact/impede operation of the asset.

• Be visible or easily accessible to district employees.

• Provide visibility of the largest portion of the tag for scanning/auditing purposes.

• Not be affixed to a removable panel/case (e.g., projector cap, tablet case). Best practices for labeling technology equipment can vary by model but generally follow:

• Laptops/Chromebooks – on bottom near power port o Best Practice: Tag is located on the bottom of the laptop, close to the power port.

Having the asset’s power port face the front of the mobile cart is best practice as the

power cords for charging are located at the front of the cart. The benefit of having the

asset tag located on the underside of the laptop is that it is less likely to catch on

anything as the legs of the computer provide protection to the tag.

• Desktops- on side panel perpendicular to manufacturer tag o Best Practice: Selecting a side for desktop can be confusing depending on placement of

form factor. Using the manufacture tag provides consistency.

• Tablets/iPads – on the back center o Best Practice: Tag is located on back center, over the Apple logo (if iPad). Many tablet

cases have a cut out over the logo, which allows access to the barcode to be scanned

when auditing or checking out to a person.

• Servers and network equipment – variable, based on space and access o Best Practice: Ensure the tag does not impact operation of the asset (e.g., cover a

network port or removable blade server), but allows for easy line of sight, providing visibility of the largest portion of the tag for scanning purposes.

• All-in-One Computer – on back top center o Best Practice: Tag is located on back center, not covering any vents, but consitent.

• Ceiling-mounted projectors or access points – floor-facing o Best Practice: Tag is on permanent part of projector (not on the cover), facing the floor,

providing visibility of the largest portion of the tag for scanning purposes.

• Interactive whiteboards/Mounted flat screen – top right side o Best Practice: Tag is located upper right side on the side of the asset or back.

Tag Type: Several color-coded Asset Tags are utilized by FCPS to segment assets that were purchased with a

sensitive nature or technology assets.

14

• Sensitive: Assets designated as “Sensitive” begin with an Alpha character prefix follow by a sequential number. These tags are also color code for easy identification. The Accounting Department will provide sensitive tags through an email request.

o S-D = Sensitive Donated: Red o S-F = Sensitive Federal: Red o S-L = Sensitive-Local: Red o S-S = Sensitive State: Red

• Technology: Purchase and donated “Technology” assets utilize an Asset Tag that begins with an Alpha character prefix follow by a sequential number. These tags are also color code for easy identification. The Technology Department will provide these tags through a help desk request.

o DTI= Technology: Yellow o DON= Donated: Light Blue

• Chromebooks get an additional tag that has the school code and the next number in the sequence, which allows for tracking on the network.

• Capital: Assets purchase with capital funds do not have an Alpha character prefix, but only have a sequential numeric sequence. The Accounting Department will provide sensitive tags through an email request.

o D = Sensitive Donated: Green o F = Sensitive Federal: Green o L = Sensitive-Local: Green o S = Sensitive State: Green

• Grants: Equipment purchased with specific grant funds (i.e., Title I) will receive an additional specific color-coded Tag with the name of the grant program. This tag does not contain a numeric sequence or barcode.

o Title I: Dark Blue

o CTE: Green

o Special Education

o Title III (ELL)

Technology and Fixed Assets Department will provide campuses with 100 Asset Tags to utilize with new

campus purchases. Campuses can request additional Asset Tags by following the steps below.


1

Tagging Assets:

Asset labels will be affixed on the portion of the asset that will be most visible and accessible for scanning during physical inventory sessions and ensure assets do not need to move to access the tag.

Technology Support

Department/

User Support

Specialist

2 Affix the label in the same general spot on similar items. Place labels on a smooth, flat surface not on a removable panel or an area that will impede the asset’s primary function.

Technology Support

Department/

User Support

Specialist

15

3

Requesting New or Replacement Asset Tags: To request new or replacement Asset Tags for new purchases or damaged/missing tags, create a help desk ticket for technology Asset Tags, and an email for all other Asset Tags (sensitive, capital), and include at a minimum:

• New Asset Tag: PO Number, Asset Description, Site ID, Funding Source, and Quantity.

• Replacement Asset Tag: Old Asset Tag Number (if known), Serial Number (if known), Site ID, Funding Source, Quantity, and Asset Description.

Note: The Funding Source is required to receive the correct Asset Tag type.

User Support

Specialist

4

The help desk ticket is routed to the Technology Support Department, and emails should be sent to the Accounting Department. Each department will provide the correct Asset Tag, which is sent through district interoffice mail.

• Sensitive Tags: Accounting Department will send.

• Technology Tags: Technology Department will send.

Note: Other Federal programs will be tagged by the managing department.

Accounting

Department/

Technology Support

Department

5

Updating Replacement Asset Tag Information:

When replacing labels, the Technology Support Department/User Support Specialist performs a search by SERIAL NUMBER in the asset inventory system, TIPWeb-IT, and edit the tag to record a new asset tag number to the device. Note: Add the previous (old) tag number in the Notes section.

Technology Support

Department/

User Support

Specialist

6 Technology Support Department/User Support Specialist physically tags the asset within 5 working days of receiving an Asset Tag.

Technology Support

Department/

User Support

Specialist

Assign or Collect Technology Inventory – Staff

Purpose: The purpose of this procedure is to document a uniform method for recording the assignment

and return of mobile assets to staff.

16

All staff mobile devices will be assigned directly from the campus or department. Generally, only mobile

devices are assigned to staff in the asset inventory system, TIPWeb-IT. All other inventory will be

assigned to the classroom or office.

• Teachers and staff are permitted to take devices home over winter and spring break.

o At the administrator’s discretion, teachers are able to take devices home over the

summer break.

• All teachers and staff are required to return assigned equipment when transferring to a new

campus/department or separating the district.

• All staff devices come with a power cord


1

Assign Devices: All Staff issued devices are recorded by the User Support Specialist/Department Secretary in the asset inventory system, TIPWeb-IT, by selecting ISSUE TO STAFF on the Left Navigation Tools Menu, entering the Staff Name/ID number and scanning the FCPS Asset Tag of the device.

User Support Specialist/

Department Secretary

2

User Support Specialist/Department Secretary obtains a digital signature in the asset inventory system, TIPWeb-IT, by selecting the FULL DISTRIBUTION RECEIPT and clicking SIGN RECEIPT. This signed document will automatically save to the Staff Member’s record the asset inventory system, TIPWeb-IT.


Department Secretary

3

Collect Devices: HR Department generates a list of staff separating the district and notifies through email the Principal/Manager for staff asset collection needs.

HR

4

Staff transferring campuses/departments or separating the district must notify their Principal/Manager to receive direction on the collection process.

Staff

5

User Support Specialist/Department Secretary/Principal/Manager physically collects the device/accessories and stores until the IS Team can pick up.


Department Secretary/ Principal/ Manager

17

6

User Support Specialist/Department Secretary/Principal/Manager review the assigned equipment in the asset inventory system, TIPWeb-IT, and emails/calls staff member notifying them of collection requirements.



7

All Staff issued device collections are recorded by the User Support Specialist/Department Secretary/Principal/Manager in the asset inventory system, TIPWeb-IT, by selecting QUICK COLLECT on the Left Navigation Tools Menu.



6

User Support Specialist/Department Secretary/Principal/Manager enters the Room Number of the location inventory will be stored temporarily “Staff Surplus” room and scans/enters the FCPS asset tag, recording the collection of any peripheral accessories assigned. Take care to verify on this screen the individual’s current inventory record to ensure all assets are being collected. Note: A receipt can be printed or emailed verifying collection from TIPWeb-IT at the request of the staff member.



7

If a staff member causes damage to an asset due to negligence, the User Support Specialist/Department Secretary/Principal/Manager assesses a charge and record notes in the Staff Record Notes for the appropriate device damage and/or accessory loss in the asset inventory system, TIPWeb-IT.



8

Secretary/User Support Specialist emails the device damage and invoice to the Principal/ Manager. The Principal/Department Manager of the staff member responsible for negligent asset damage works with the staff to satisfy any charges (as necessary).

Secretary/ User Support

Specialist Principal/ Manager

9 User Support Specialist physically returns all functioning devices to a temporary storage location “Staff Surplus” in the campus.


10

As necessary, User Support Specialist Assistant opens a help desk ticket and follows the steps documented in the Procedure for Record the Repair of Technology Assets, or Removal and Disposal of Inventory from Campus-Department.


Assign or Collect Student Mobile Technology Devices

18

Purpose: The purpose of this procedure is to document a uniform method for recording the assignment

and return of equipment to students.

• All student devices are distributed by the campus for the district 1:1 device program.

o Middle and high school students are allowed to take devices home over winter and

spring break.

o Devices come with a power supply.

o Devices come with a protective case.

• Students are required to pay an Annual Technology Fee prior to receiving a device.

• The student Annual Technology Fee includes one device repair annually.

• Students will be assessed fees if they have two or more device repairs within the same year.

• All student devices are collected prior to summer break.

• All student devices must be collected by the issuing campus if a student transfers or withdraws

from the district.

• Homebound and IEP student devices may go home with students during the school year and

over breaks if stipulated in the IEP.


1

Assign Devices: Student issued devices are recorded by the User Support Specialist in the asset inventory system, TIPWeb-IT, by selecting ISSUE TO STUDENT on the Left Navigation Tools Menu, entering the Student Name/ID number and scanning the FCPS Asset Tag of the device.


2

User Support Specialist obtains digital signature in the asset inventory system, TIPWeb-IT, by selecting the FULL DISTRIBUTION RECEIPT and clicking SIGN RECEIPT. Note: Parents and/or students can digitally sign for the assigned equipment.


3

Collect Devices: Students withdrawing from the district or transferring campuses notify their Registrar/Teacher to receive direction on the collection process.

Students

4 Campus Staff contact/email the User Support Specialist that a student is withdrawing from the district and either physically collects the device or coordinates the collection and physical return of the device.


19

5

User Support Specialist records all student returned devices in the asset inventory system, TIPWeb-IT, by selecting QUICK COLLECT on the Left Navigation Tools Menu. Then enter the Room Number of the location inventory will be stored temporarily “Student Surplus”, scans/enters the FCPS Asset Tag, and record the collection of any peripheral accessories assigned. Note: Take care to verify on this screen the individual’s current inventory record to ensure all assets are being collected.


5

Record Damaged Devices: If a student causes damage to a device, User Support Specialist assesses a charge and record notes in the Student Record Notes with the appropriate device damage and/or accessory loss in the asset inventory system, TIPWeb-IT.


6 User Support Specialist notifies the Principal of the appropriate charges for

the device damage and/or accessory loss. User Support

Specialist

7

Secretary/Principal/Registrar works with the student/family determine if charges will apply and how to satisfy all charges recorded in the asset inventory system, TIPWeb-IT. Note: Charges can be satisfied without payment.

Secretary/ Principal/ Registrar

8 User Support Specialist physically returns all functioning devices to a temporary storage location (“Student Surplus”), in the campus.


Record the Repair of Technology Assets

Purpose: The purpose of this procedure is to document the proper way to record the repair of

technology assets within your campus.

• The student Annual Technology Fee includes one device repair annually.

• Students will be assessed fees if they have two or more device repairs within the same year.

• Middle and high school students are always assigned a loaner device if their assets is in repair.

The Charge Activity Listing Report provides all of the student charges for a campus.

• Desktops are usually repaired onsite, and mobile devices are returned to the Tech Services 2 for

repair.


20

1

A help desk ticket is opened by the User Support Specialist/Teacher with instructions that include:

• Site, Room, User Contact Information, Device Descriptions, Issue, Serial, and Asset Tag Number.


Teacher

2

If the asset is a student device, User Support Specialist determines how many repairs the student has had in the asset inventory system, TIPWeb-IT, by checking the student record, or running a Charge Activity Listing Report from the STUDENTS tab.

Note: If the student has already had a repair, they are accountable for repair charges.


3 TS2 evaluates disposition of each technology asset, and if possible, repairs technology assets onsite and returns to the room or person.

TS2

4

If Assigned to a Student or Staff and cannot be repaired on-site, User Support Specialist selects QUICK COLLECT on the Left Navigation Tools Menu in the asset inventory system, TIPWeb-IT, and selects “Collect to a Room”, selects “Repair” as the Room, changes the STATUS, and scans the FCPS Asset Tag.


5

TS2 scans that FCPS Asset Tag(s) and from the Tags Grid and initiates a Quick Transfer in the asset inventory system, TIPWeb-IT, selects QUICK TRANSFER and select “Tech Services 2” as the destination Site, “Repair” as the Room, and changes the STATUS to “In Repair”.

TS2

6

If the asset was assigned to a student/teacher, a temporary/loaner or permanent replacement device may be assigned during repair. User Support Specialist takes a loaner device from “surplus” and selects either ISSUE TO STUDENT or ISSUE TO STAFF on the Left Navigation Tools Menu, entering the Student/Staff ID number and scanning the FCPS Asset Tag.


7

A digital signature for the student/staff member will be captured by the User Support Specialist by selecting the FULL DISTRIBUTION RECEIPT and clicking SIGN RECEIPT. This signed document will automatically save to the Student/Staff Member’s record in TIPWeb-IT.


8 TS2 physically drops off devices to “Tech Services 2” for evaluation and repair.

TS2

9 TS2 evaluates the disposition of each technology asset to identify existing warranty status, usability status, and repair needs.

TS2

21

10

If the device was assigned to student/staff, TS2 searches for the student/staff, selects ASSESS CHARGE in the asset inventory system, TIPWeb-IT, for the device repaired, and records the necessary damages.

Proceed to Step 18 for proper disposal if device cannot be repaired.

TS2

11

Once repaired, TS2 initiate a Site-to-Site transfer by selecting INITIATE TRANSFER on the Left Navigation Tools Menu in the asset inventory system, TIPWeb-IT, and selects the “original campus/department” as the destination site and scans the FCPS Asset Tag.

TS2

12 TS2 prints (2) copy of the Transfer Ticket from the asset inventory system, TIPWeb-IT, to leave with the campus/department, and physically returns the asset back to the assigned campus/department.

TS2

13

TS2/User Support Specialist receives the Site-to-Site transfer by selecting RECEIVE TRANSFER on the Left Navigation Tools Menu in the asset inventory system, TIPWeb-IT, and select “Approve Transfer” to obtain a digital signature and type name of recipient.

TS2/ User Support

Specialist

14 TS2/User Support Specialist selects the “originating room” at the destination site and scans the Asset Tag.

TS2/ User Support

Specialist

15

If the device was assigned to a person, User Support Specialist records staff/student issued devices in the asset inventory system, TIPWeb-IT, and selects either ISSUE TO STUDENT or ISSUE TO STAFF on the Left Navigation Tools Menu, entering the Student/Staff ID number and scanning the FCPS Asset Tag.


16

A digital signature for the student/staff member will be captured by the User Support Specialist by selecting the FULL DISTRIBUTION RECEIPT and clicking SIGN RECEIPT. This signed document will automatically save to the Student/Staff Member’s record in TIPWeb-IT.


17

If loaner device was distributed, User Support Specialist COLLECTS the temporary/loaner device by selecting QUICK COLLECT on the Left Navigation Tools Menu, in the asset inventory system, TIPWeb-IT. TS2 enters the Room Number of the location inventory will be stored temporarily (“Student or Staff Surplus”) and scans the FCPS Asset Tag.

Note: If the original student device cannot be repaired, the loaner device will be assigned permanently.


22

18

If the device in repair cannot be fixed, then it should be properly disposed. TS2/Technology Department follows the steps in the procedure Removal and Disposal of Inventory from Campus-Department, or Removal and Disposal of iPads and Chromebooks.

TS2/ Technology Department

19 TS2 will verifies TIPWeb-IT was updated appropriately and close out the help desk ticket.

TS2

Removal and Disposal of iPads and Chromebooks

Purpose: The purpose of this procedure is to document a uniform method to record the removal and disposal of Chromebooks and iPads from the Tech Services 2 building. Chromebooks and iPads purchased with special funding may require approval by the grant funding owner before final disposal. The Technology and Warehouse aid district staff in all matters relating to the handling of surplus Chromebooks and iPads items by establishing a standard procedure for the proper disposal of assets taking into consideration applicable laws and concerns regarding information security, hazardous waste, and special program contractual obligations.

• All Chromebook and iPad devices must be deprovision from the district systems prior to final disposal.

• Any asset purchased with grant funds will require approval from the funding source owner for removal or disposal.


1

Chromebook/iPads is identified as unrepairable during the repair process,

TS2/Technology Department performs a ROOM TO ROOM transfer on the

Left Navigation Tools Menu in the asset inventory system, TIPWeb-IT,

selecting the “Recycle” Room as the destination room, changing the

STATUS of the asset to “Disposed”, and scans the FCPS Asset Tag.


2 TS2/Technology Department deprovision each Chromebook/iPad device in

the “Recycle” Room from FCPS systems.


3

TS2/Technology Department run a report on the “Recycle” Room from the

Tags Grid the asset inventory system, TIPWeb-IT, to determine if any grant

funded assets requires approval for disposal.


4

If needed, TS2/Technology Department emails grant administrator

requesting approval to recycle/dispose of assets. Grant Administrator

provides approval for assets to be properly recycled/disposed.

TS2/ Technology

Department/ Grant Administrator

23

5

When the inventory is ready to transfer to the Warehouse, TS2/Technology

Department initiates a Quick Transfer from the Tags Grid in the asset

inventory system, TIPWeb-IT, searching Asset Tags through an Advance

Filter using “Location ID” (“Recycle” Room), or scanning in the Asset Tags,

and selecting QUICK TRANSFER.


6 TS2/Technology Department selects “Site to Site” from the TRANSFER TYPE

and enters the “Warehouse” as the Site and “Recycle” as the Room.


7

TS2/Technology Department prints (1) copy of the Transfer Ticket from

TRANSFER HISTORY on the Left Navigation Tools Menu in the asset

inventory system, TIPWeb-IT, to prior to the Warehouse Driver for delivery.

Note: In needed, TS2 emails a copy of the Transfer Ticket to Warehouse.


8 Warehouse Driver/TS2 picks up asset(s) from Tech Services 2 and delivers

to the Warehouse for final disposal. Warehouse/

TS2

9

When enough inventory is collected, Warehouse places items marked for

“Recycle” on pallets at the Warehouse and physically delivers assets to the

Recycle Vendor. Warehouse

10 Vendor provides list of serial numbers to Warehouse in a spreadsheet

within 5 days of removal. Vendor

11

Warehouse Specialist verifies removed inventory assets and goes in to the

asset inventory system, TIPWeb-IT, and performs the ARCHIVE process to

remove the assets from the inventory accountability.

Warehouse

Specialist

Removal and Disposal of Inventory from Campus-Department

Purpose: The purpose of this procedure is to document a uniform method to record the removal and disposal of fixed and technology assets (excluding iPads & Chromebooks) from a campus or administrative building. The Technology and Warehouse aid district staff in all matters relating to the handling of surplus fixed, technology (excluding iPads & Chromebooks) and non-technology items by establishing a standard procedure for the proper disposal of assets taking into consideration applicable laws and concerns regarding information security, hazardous waste, and special program contractual obligations.

• Disposal of technology assets require the approval of the Technology Support Supervisor.

24

• Any asset purchased with grant funds will require approval from the funding source owner for removal or disposal.


1

If unrepairable or outdated assets are identified for disposal, the User

Support Specialist centralizes inventory to a room location in the building

(e.g., data closet, storage, loading dock), and tag them for removal.


2

User Support Specialist physically evaluates the disposition of each

technology asset by serial and tag to identify existing warranty status,

usability status, and will salvage inventory asset parts where appropriate


3

User Support Specialist changes the location and status of each asset

marked for disposal by selecting ROOM TO ROOM on the Left Navigation

Tools Menu in the asset inventory system, TIPWeb-IT, selecting the “Tech

Disposal”, or “Disposal” Room as the destination room, changing the

status of the asset to DISPOSED, and scanning/entering the FCPS Asset

Tag.


4

User Support Specialist emails the Technology Support Supervisor the

room inventory report. Technology Support Supervisor reviews the assets

in the room and provides approval or denial of each asset.


5

If an asset is useable, Technology Support Supervisor instructs the User

Support Specialist to modifies the asset location in the asset inventory

system, TIPWeb-IT, by performing a Room-to-Room Transfer by selecting

ROOM TO ROOM on the Left Navigation Tools Menu, selecting the “Tech

Surplus” Room, and scans/enters the FCPS Asset Tag.


Technology Support Supervisor

6

User Support Specialist completes the Electronic Transfer Form, obtains a

signature from the Principal-Department Head, opens a Help Desk ticket

and attaches the ETF Form.

Note: Only technology devices require approval from the Technology

Support Supervisor.


25

7

For Regular Transfer to Warehouse:

User Support Specialist initiates a Site-to-Site transfer by selecting INITIATE

TRANSFER on the Left Navigation Tools Menu in the asset inventory

system, TIPWeb-IT and selecting the “Warehouse” as the destination site

and enters/scans the FCPS Asset Tag, and a hardcopy of the Transfer Ticket

is printed and physically affixed to the equipment.

If desired-Proceed to Step 10 for Quick Transfer.


8

Warehouse coordinates with the campus their monthly scheduled visit and

picks up asset(s) marked for Disposal and physically moves the inventory

asset(s) to the Warehouse. Warehouse

9

Warehouse receives the Site-to-Site Transfer by selecting RECEIVE

TRANSFER on the Left Navigation Tools Menu in the asset inventory

system, TIPWeb-IT, changes the “Status” of the asset, and selects

“Recycle”, “Auction”, or “Surplus” as the destination room, and scans the

FCPS Asset Tag.

Proceed to Step 14 to complete Regular Transfer.

Warehouse

10

For Quick Transfer to Site:

User Support Specialist initiates a Quick Transfer from the Tags Grid in the asset inventory system, TIPWeb-IT, searching Asset Tags through an Advance Filter using “Location ID”, or scanning in the Asset Tags in the “Tags List”, and selecting QUICK TRANSFER. Note: Quick Transfer does not allow for a digital signature.


11 User Support Specialist selects “Site to Site” from the TRANSFER TYPE and

enters the “Warehouse” as the Site and “Disposal” as the Room. User Support

Specialist

12

User Support Specialist prints (2) copy of the Transfer Ticket from the asset inventory system, TIPWeb-IT, attached a copy to the inventory, and provides a copy to the driver as a record of transfer. An email is sent to the Warehouse to notify of disposal pickup


13 Warehouse coordinates with the campus their monthly scheduled visit and picks up asset(s) marked for Disposal and physically moves the inventory asset(s) to the Warehouse.

Warehouse

26

14

If needed, Warehouse modifies the asset location in the asset inventory

system, TIPWeb-IT, by performing a Room-to-Room Transfer by selecting

ROOM TO ROOM on the Left Navigation Tools Menu, selecting the

“Auction”, or “Surplus” Room, and scans/enters the FCPS Asset Tag.

Warehouse

15

Warehouse runs a report on the “Recycle/Auction” Room from the Tags

Grid the asset inventory system, TIPWeb-IT, to determine if any grant

funded assets requires approval for disposal. Warehouse

16

If needed, Warehouse emails grant administrator requesting approval to

recycle/dispose of assets. Grant Administrator provides approval for assets

to be properly recycled/disposed.

Warehouse/ Grant

Administrator

17 Warehouse coordinates inventory details directly with the appropriate

Recycle or Auction Vendor for quoted estimate and logistic details. Warehouse

18

Warehouse places items marked for “Recycle” and “Auction” on different

pallets at the Warehouse and physically delivers assets to the Recycle

Vendor for Auction Site.

Warehouse

19 Vendor provides list of serial numbers to Warehouse in a spreadsheet

within 5 days of removal. Vendor

20 Warehouse runs a report on the “Recycle” Room from the Tags Grid the

asset inventory system, TIPWeb-IT, to provide to Accounting Department

to reconcile in Peoplesoft.

Warehouse

21

Warehouse Specialist verifies removed inventory assets and goes in to the

asset inventory system, TIPWeb-IT, and performs the ARCHIVE process to

remove the assets from the inventory accountability.

Warehouse

Specialist

Documents

Frederick County Public Schools · Will update asset records within the TIPWeb-IT Asset Inventory System when required (i.e. changes to the asset assignment (room, staff or student),