ASSET TRACKING MANAGEMENT SYSTEMdigital.dadeschools.net/pdfs/ATMS.pdf · The Asset Management Tracking System (ATMS) is a complete, web-based solution for assigning, tracking and

Version 1.2August 2017

ASSET TRACKING MANAGEMENT SYSTEMUser’s Guide

TABLE OF CONTENTSAsset Tracking

Management System 1

Instructions for using the Asset Management Tracking System 1

Locate the ATMS: 1

Logging into the ATMS: 1

LEVEL 1 USERS

Assigning a Device: 5

Returning a Device: 7

Asset Inventory Check 9

LEVEL 2 USERS

Lost or Stolen Device 12

Device Not Returned 15

Device Recovered 17

Service Ticket Entry 19

If device IS assigned to a Student 21

If device is NOT assigned to a Student 24

Service Entry View 27

Editing Ticket Changes 28

Repaired by UDT 29

Repaired/Reimaged by School Tech 31

Level 2 Assets View 32

Local School Assets 33

School Assets Filtered 34

Create Loaner Groups 35

To verify group devices that have been assigned to a loaner group 38

Level 2 Logs 40

Click on the page numbers to navigate

INSTRUCTIONS FOR USING THE ASSET MANAGEMENT TRACKING SYSTEMThe 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 ensure 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 http://dart.udtonline.com/mdcps.

LOGGING INTO THE ATMS:To login to the ATMS using your DadeSchools.Net credentials please follow the instructions below:

Note – You must be logged into the computer with your credentials if using a District device.

1. Click on the link provided at the top of this email. 2. Once there click on the Office 365 icon as pictured below

Click the 0365 Icon

udtonline.com1 (800) 882-9919© 2017 United Data Technologies. All Rights Reserved.

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https://www.udtonline.com

3. After click on the Office 365 icon you will see a new sign in. Use the format ‘[email protected]’ for the username and click on the password field (or hit TAB on your keyboard).

Note that you are not typing your password in yet.

4. After typing in your email you may be redirected to the DadeSchools.net sign in page pictured below. If this screen appears, enter the username in the format ‘[email protected]’ and your District password.

© 2017 United Data Technologies. All Rights Reserved.

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5. After typing in your email you will be redirected to the DadeSchools.net sign in page pictured below. In this screen sign in as you normally would.


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LEVEL 1 USERS


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ASSIGNING A DEVICE:Under “Level 1 Access” drop down menu, select “Assign device”.

Enter your Student ID in “Student/Teacher ID” field. Then, scan\or manually enter the device serial number. The serial number can be located directly under the barcode on the lock screen. If you are using a digital scanner, simply scan the barcode on the top right corner to enter the serial number automatically.


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The student or teacher name and school site will auto-populate. Gray-scale boxes cannot be edited manually. Please confirm location code (a) on upper right hand corner of device before proceeding.

Once you have entered the correct ID and serial number, select “Submit.” (b)If the device has been assigned correctly, the following confirmation will appear in “Last 10 Assigned devices by you” field (c).

If device or serial number is not allocated to your school and belongs to another school, the following below message will appear:

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

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

Serial #’5CD5132CCL’ Checked out 08-07-17 to MILES KAVALL 1186

(a)

(b)

(c)


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RETURNING A DEVICE:Returning a device will occur at the end of the school year. To return a device, hover over “level 1” tab and select “Return Device”.

Enter the serial number found directly under the barcode or scan the barcode, both of which are located on the lock screen.


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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.

Click “Submit”. Confirmation will appear in “Last 10 Devices Returned by you” field.

Any incorrect information entered on the “Return Device” page will prompt below messages.

If device is not assigned to a student:

If the serial number does not exist in the database:

If the device does not belong to your school:

Serial #’CND4235V4X’ Returned on 08-16-17

Serial #’CND423264H’ Returned on 08-16-17 Serial #’CND4235V4X’ Returned on 08-16-17


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ASSET INVENTORY CHECKDistrict guidelines require periodic inventory checks, in order to maintain accurate inventory records of devices assigned to a school.

Scan Serial number into “Device Serial Number” field.

If assigned to a student, student’s Information will populate along with Location:

If device is unassigned, only the “Location” field will populate:


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Click “Submit” to inventory. Confirmation will appear in “Last 10 Devices Inventoried by you” field:


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LEVEL 2 USERS


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Level 2 access inherits all of 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.

LOST OR STOLEN DEVICE

Hover over “Level 2 Access” Select “Device Lost/Stolen”:


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Enter Student/Teacher ID in the field. Information will automatically populate:

Then, select the device 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.


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

If student does not have a device assigned to them, the following message will appear:


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DEVICE NOT RETURNEDThis action is utilized when a student does not return an assigned device (for example, at the end of a school year or if a student changes school).

Hover over “Level 2 Access” Select “Device Not Returned”:


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To complete a “Not Returned” form, enter the student or teacher ID. The fields will auto-populate fields (if correct).

Click on Submit. You will receive the below confirmation screen:

Press the back button on the browser to return to previous screen.


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DEVICE RECOVEREDTo change the status to “recovered” for devices previously reported as not returned, stolen, or lost.

Hover of “Level 2 Access” and select “Device Recovered”


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Scan or enter the serial number of the now recovered device. The fields will auto-populate with the student or teacher ID:

Click on Submit. You will receive the below confirmation screen:

Press the back button on the browser to return to previous screen.


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SERVICE TICKET ENTRY(for Level 2 access to open a repair ticket for a device)

Hover over “Level 2 Access” and select “Service Ticket Entry”:


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IF DEVICE IS ASSIGNED TO A STUDENTSelect “Yes” for “Is this device assigned to a student”

Enter Student/teacher ID in field. Fields “Broken Serial Number”, “Site Name”, “Site Address”, and student Information will auto populate.

Select from the repair options, they are as follows: • Being Repaired by School Tech — In Progress — This should be the first status to select• Repaired/Reimaged by School Tech — This will close the ticket• Sent to UDT for Service• Repaired by UDT — This will close the ticket


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If you have a replacement device ready to assign during Service Ticket Entry process, select “Yes” for “Assign Replacement”:

It will prompt you for replacement serial number:

Note: If you enter a replacement serial number, this process will unassign existing device and mark as “In Repair” status, as well as assign replacement device to student.

Enter Employee number in the below field.

Enter a reason for the service request in below box. Please enter as much pertinent information as possible.


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Enter your name under “Site Contact”:

Select “Submit” on bottom center of page to process ticket and automatically create a Heat ticket:

You will receive confirmation message as below:


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IF DEVICE IS NOT ASSIGNED TO A STUDENTSelect “No” for “Is this device assigned to a student” and enter serial number.

Select one of the status below:

The repair options are as follows: • Being Repaired by School Tech — In Progress — (This should be the first status to select)• Repaired/Reimaged by School Tech• Sent to UDT for Service• Repaired by UDT

Note: This process marks device as “In Repair” status

Enter Employee number in the below field:

Enter a reason for the service request in below box. Please enter as much pertinent information as possible.


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Enter your name under “Site Contact”:

Select “Submit” on bottom center of page to process ticket and automatically create a Heat ticket:

You will receive confirmation message as below:


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In the case that multiple Service tickets are entered for a specific student, you will see how many they have had as below:

If student has had more than 3, you will be prompted with the following message:


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SERVICE ENTRY VIEWIn this action, DSP or Level 2 will see all issued tickets. Search for a specific by ticket number, review tickets, and select “Edit” to the ticket that must be changed. Incorrect device locations may be reported in ATMS.

Hover over “Level 2 Access” and select “Service Entry View”:


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You will be able to view all tickets and status:

EDITING TICKET CHANGESFind the ticket you would like to edit either by typing in serial number under “Broken Serial Number” field. You can view this field by scrolling to the right.

To edit ticket, scroll all the way to the left and hover mouse to the left of the box and select “Edit”:


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REPAIRED BY UDTHere you are able to mark a device that has returned to your possession from repair as “Repaired by UDT”:

Note: a warning will appear stating that the ticket will be closed. If not repaired, send to UDT, UDT will update place the device into operational status. When you receive the device, selecting “Repaired by UDT” will also close the ticket.

Press “OK” and select the date by clicking on the calendar.


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Select closed and press submit.

You will be rerouted to confirmation screen:

To verify change in status, under “Service Entry View”, the status of the ticket will be markedas closed.


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REPAIRED/REIMAGED BY SCHOOL TECH Here you are able to mark a device that has been resolved by MDCPS Tech as“Repaired/Reimaged by School Tech”:

Note: a warning will appear stating that the ticket will be closed.If not repaired, send to UDT, UDT will update place the device intooperational status. When you receive the device, selecting “Repaired/Reimaged by School Tech” will also close the ticket.

Press “OK” and select the date by clicking on the calendar.


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LEVEL 2 ASSETS VIEW

Hover over “Level 2 Access” select “Level 2 Asset Views”


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This will display a global view for all devices in the district. This is helpful when trying to track down a device that is in your possession but you’re not able to checkout/return:

LOCAL SCHOOL ASSETSIn Level 2 view will only include devices assigned to your location.

Both views include search functionality to filter search to quickly locate a single device.

To search, enter available information in the fields provided as there are a variety of search options for locating a device. It is recommended to use the default search parameters.


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SCHOOL ASSETS FILTEREDThis is developed to locate all devices in a specific school. In the drop-down menu, select “School Site Location ID Number”. When school is 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 device statuses on a school site. A Level 2 or DSP can quickly see whether a device is assigned, in repair, etc.

To narrow the search (i.e. find all devices being repaired), select search to display search fields.


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CREATE LOANER GROUPSFor 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 and return devices. Select “Loaner Group”.

Loaner Group naming convention should include school location number followed by Cart 1, Cart 2, and so on (e.g., 7111-Cart 1, 7111-Cart 2, etc.).


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Scan or enter serial numbers (you may enter multiple devices at once by pressing enter after each serial) belonging to the group that is being created.

If your school has had their carts inventoried they will be available in the ‘Cart Serial’ drop down for you to select.

To create a new group, under “Mode” select “Assign Devices to Group”To remove devices from group under “Mode” select “Remove Devices to Group”

When devices are returned, select “Remove Devices from Group”. Note that devices may be removed individually or as a whole.


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Enter “Loaner Group Name”:

Click on Submit to create the group:


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TO VERIFY GROUP DEVICES THAT HAVE BEEN ASSIGNED TO A LOANER GROUP

Hover over “Level 2 Access” and select “Devices Assigned to a Loaner Group”:


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This will report the loaner group name and quantity in the group.

Select “Search” to search 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.


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LEVEL 2 LOGSHover over “Level 2 Access” and select “Level 2 Logs”:


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This will produce a historical report of all activity for all device changes that is associated with the user that is currently logged in. This includes all functions accessible to a Level 2 user:

Clicking on search will allow you to type in serial number, student name, student ID, etc. to narrow down results to a specific requirement:


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Documents

ASSET TRACKING MANAGEMENT SYSTEMdigital.dadeschools.net/pdfs/ATMS.pdf · The Asset Management Tracking System (ATMS) is a complete, web-based solution for assigning, tracking and