User Guide

Miami-Dade County Public Schools

Asset Tracking Management System

Instructions for using the Asset Management Tracking System

The Asset Management Tracking System (ATMS) is a complete, web-based solution for assigning,

tracking and collecting student and teacher mobile devices. The system is easy-to-use and

comprehensive, allowing you to quickly and efficiently make sure that students are always

provided their allocated tablet. This user guide will provide instructions for both Level 1 and Level 2 users.

Locate the ATMS:

To enter the ATMS website, open a browser and navigate to http://digital.dadeschools.net/. Select

the School Resources tab on the left navigation bar. Then, select the link for the Asset Tracking

Management System.

Alternately, the ATMS site can also be accessed directly by navigating the browser to

https://creator.zoho.com/udtorlando/udt-asset-managent

Logging in to the ATMS:

Upon reaching the ATMS site, users will see the sign-in page. (Note: If you do not have an account, you must create one and then reopen the link above.) Enter your district-approved username and password in the spaces provided. Then, select “Sign In.” (Please

contact your school principal, if you are unsure of your school’s user name and password

information).

username@dadeschools.net

Assigning a Device:

To assign a mobile learning device, after logging in, the user will be auto directed to the one click assignment page.

Then, scan the or manually enter the device serial number. The serial number can be located in the center of the gray bar at the top of the splash screen. If you are using a digital scanner, simply scan the QR code on the top right corner to enter the serial number automatically.

Serial Number

QR Code to scan

serial number

The student or teacher name and school site will auto-populate. Gray-scale boxes cannot be manually. Confirm name and school site before proceeding.

Once you have entered the correct ID and serial number, select “Submit.”

JANE

DOE

0000

123456789

XXXXXXXXXX

If the device has been assigned correctly, the following confirmation screen will appear. Please

note that the term “Yes” indicates that the device is now successfully assigned to that student.

000000

000000

Jose

Doe

00000

00000

00000

00000

00000

If the serial number is incorrect, the following error message will appear:

If the student ID has already been assigned a device, the following error message will appear.

If you are unable to successfully assign a device, issue a Heat ticket. Do not issue a tablet to a

student without using the ATMS. Students may share devices until resolved.

0000

0000

0000

0000

0000

0000

JANE DOE

Returning a Device:

Returning a mobile learning device will occur at the end of the school year, or if a device is lost,

stolen or broken. To return a mobile learning device, hover over level 1 tab and select “One

Click Return” tab, after successfully logging into the ATMS.

Enter the serial number found at the top of the device on the gray bar or scan the QR code, both of

which are located on the splash screen. Upon entering the serial number, the first and last name,

location and student ID will populate automatically. Confirm that the information is correct before

proceeding. Press submit.

0000

JANE

0000

DOE

0000

Any incorrect information entered on the “One Click Return” page will prompt an error message.

After selecting submit, the following confirmation screen will appear. A device that has been

returned successfully (or unassigned, in the case of a lost of stolen device) will show “Checked Out:

No” in the confirmation screen.

1234556789

0000

12345 12345

One Click Asset Inventory Check District guidelines require periodic inventory checks, in order to maintain accurate inventory records of devices assigned to a school.

Level 1 Access Hover level 1 tab and select action desired. Level 1 Instructions for assigning, returning and inventory are performed the same way as level 2 roles and responsibilities. Please refer to Level 2 Access instructions for these same actions, below:

Level 1 Assign/Return View

Level 1 Assign/Return Confirmation View

Level 1 Inventory View

Level 2 Access Level 2 access is received via email invitation. After accepting your invitation to your district email, you will be directed to the landing page. Level 2 Access inherits all Level 1 permissions, as well as the ability to perform lost, stolen, returned and recovered actions. Level 2 Access can also create loaner groups for classes, create repair tickets, update repair tickets and view assets in a school site, as well as, access inventory reports. To perform an inventory: Utilizing the gear, you may auto-populate the table using a student ID, then verify that the information populated is correct.

Select status: Lost - Device reported lost. Stolen – Device reported stolen. Devices reported stolen must be accompanied by an official police report. Disposed - Disposed devices are devices deemed to be not be reparable.

After selecting a status, you will receive a confirmation page with asset status indicating lost or stolen or disposed.

If the information is incorrectly entered, an error window will appear. One Click Not Returned This action is utilized when there are not enough devices at a site for students, after inventory, or when student does not return an assigned device (For example, at the end of a school year or if a student changes school) To complete a Not Returned form, enter the student or teacher ID. The fields will auto-populate fields (if correct) and select status “not returned” by student and submit. You will receive a confirmation pop up window stating status as “not returned.” Please note that the student id assigned to the device is still attached to the device for record keeping.

One Click Recovered To change the status to recovered for devices previously reported as not returned, stolen, or lost and then recovered, scan or enter serial number of the now recovered device. The fields will auto-populate with student or teacher ID. If correctly entered, a confirmation page will appear with new asset status: “operational”.

Create Loaner Groups For the Level 2 Access personnel to both loan and return groups of devices (For example, a media specialist with a cart), the same inventory action can be utilized to both Loan out and return devices. Select loaner group and enter Group Name under purpose. (Utilize copy/paste to facilitate this process). Enter serial numbers or scan a device, and select assign when loaning devices to a group. Then select submit.

To submit or reset (to clear fields): when submitted as assigned or removed correctly, the fields will reset automatically. If incorrect, popup window will appear.

To verify the group devices that have been assigned/removed: at the bottom of the loaner group form, you will find a table with created loaner group assignments. To find a specific loaner group, select search and enter name of the loaner group in field. This will report the loaner group name and quantity in the group. Select search to fields below and submit. The quantity assigned will appear at the top of the field and a list of all devices in the loaner group. Use this to check against the group being assigned or returned.

When devices are returned, select remove devices from group. Note that devices may be removed individually or as a whole.

Service Ticket Entry (for Level 2 Access or Designated Site Personnel (DSP) to open a repair ticket for a device)

Select service ticket and enter fields on form (asset tag/device serial number information is required). Email will auto-populate based on log in or can be changed. Note that a device is under warranty if less than five years since production. Broken screens are not under warranty). Enter the reason for the service ticket, making sure to clearly describe the issue.

Enter prompt for a device if assigned.

If the device is not assigned, you will be prompted to enter the repair status. The repair options: not repaired, repaired by school tech or repaired by UDT. If a school site technician repaired a device, select this option. Note that a warning will appear stating that the ticket will be closed. If not repaired, send to UDT, where UDT will update status. Selecting Repaired by UDT will also close the ticket.

For devices where the screen is broken and serial number for device is not visible: If the device is assigned, entering the student or teacher ID will produce the serial number. If serial number is incorrect, a pop up window appears. If correct, data was added successfully with a description of the assigned student and model and serial number populated.

Student Obligation Information: If the student has any previous repairs unpaid, this information will also be displayed.

If a repair requires removing the device from the student, select checkbox "assign replacement.” Selecting this checkbox will display replacement serial number field. Then, scan and enter the spare device. Upon selecting submit, the student will be assigned the spare device. No confirmation will appear. Old device will be marked unassigned and in repair.

For all repairs, the DSP or Level 2 will receive an email confirmation after submitting the ticket, which includes the ticket number.

To Edit Ticket Changes:

Select service entry view. In this action, DSP or Level 2 will see all issued tickets. Search for a specific by ticket number, or review tickets, and select edit to the ticket that must be changed.

Ticket information is displayed for editing and submission. To change ticket status to repaired, select repair status, which will warn that ticket will be closed and device will be marked as operational. Select date when ticket to be closed and update.

To verify change in status, under service entry view, the status of the ticket will be marked as closed.

Level 2 Assets View On this form, every asset for every school site can be viewed. Additionally, under Assets View, student/teacher to whom a device is assigned, the date assigned and school site of device are visible. This global Level 2 Assets View also includes search functionality to filter search to quickly locate a single device.

To search, enter available information in the fields provided - there are a variety of search options for locating a device. It is recommended to use the default search parameters. School assets filtered is an action developed to locate all devices in a specific school. In the drop down menu, select school site location ID number. When school selected, all devices specific to that school will populate. On the right of the header, the total number devices in a school is populated. If it says of many, select many and the actual number will appear.

This overview provides a quick account for all statuses of devices on a school site. A Level 2 or DSP can quickly see whether a device is assigned, in repair, etc.

To narrow down the search (i.e. find all devices being repaired), select search to display search fields: School assets filtered is an action solely focused on assets/devices at your school site. This eliminates the views of devices assigned to other school sites. The same search actions are available here.

Asset inventory page is an action that duplicates Level 1 inventory check, as well as, creates reporting to validate periodic school inventory checks. To complete an asset inventory, scroll to bottom of the page, select your school site from drop down menu. This will display all devices inventoried.

1. Below the school inventory check, the school assets report will display all devices assigned to a school with all statuses.

2. To view a report of devices inventoried during a specific period, select search and under asset inventory field, enter specific dates or periods of time in drop down menu.

3. The difference between the two reports will highlight if any devices are missing. On the inventory check, the page will also display the most recent date when a device was inventoried. This will alert you to devices potentially missing from the inventory.