tax-aide r equired a nnual i nventory 12015 smt/tcs training - dallas

TAX-AIDE

TAX-AIDE

1

REQUIRED

ANNUAL

INVENTORY

2015 SMT/TCS Training - Dallas

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Why an Inventory is Required

• It is necessary to account for all AARP owned equipment and we rely on the inventory for this information.• An accurate inventory is vital to the process of

allocating additional equipment and planning for future growth.• Understanding the capabilities of existing

equipment allows the program to prepare for enhancements such as a new operating system.


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Inventory Processes

The AARP Foundation Tax-Aide Program currently has two processes for Inventory collection and maintenance:1. The "Equipment Inventory Report" (EIR), which

uses the Microsoft Excel spreadsheet process described in this presentation, and

2. The "Online Inventory System" (OIS), which is still in the beta-testing phase and to be discussed later.


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TC RESPONSIBILITY• It is the Technology Coordinator’s (TC)

responsibility to record, track, and report inventory at the district level.

• If a district does not have a TC then the responsibility rests with the District Coordinator.

• There are about 7000 printers. Please take it seriously.

Inventory Responsibilities


TCS RESPONSIBILITY• It is the Technology Specialist’s (TCS)

responsibility to record, track, and report inventory at the state level.

• If a state does not have a TCS then the responsibility rests with the State Coordinator.

Inventory Responsibilities

NOTE: Some States assign the State Inventory Task to a TC under the supervision of the TCS.

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Only certain types of equipment should be included on the Annual State Inventory. These are Desktops, Laptops, Printers & Projectors from the following sources or providers:• AARP owned equipment.• Equipment purchased by National Office.• Equipment purchased at the local level with

donated funds.• Equipment donated to the program.

Inventory for the National Office


• A complete inventory requires using the Equipment Inventory Report (EIR), which is an Excel spreadsheet created by the National Office. The spreadsheet and instructions are updated every year and made available as early as possible.

• The inventory for every state is due to the National Office by the end of May each year unless otherwise notified.

• It is imperative that this information is submitted on time as the data is necessary for determining consumable and repair/replace opening dates with the vendor.

Inventory Reporting


• States/Districts/Sites should maintain whatever inventory data they feel is necessary to keep track of the equipment for which they are responsible.

• If using the National spreadsheet to collect data specific to the District, then the “Inventory List” tab should be used. This local information should not be included on the “State Inventory” tab when the inventory is submitted.

• Alternatively, use a separate spreadsheet or another method to keep track of the local data.

Inventory Reporting


Inventory Tools• The TaxAide Inventory Agent (TIA) Tool gathers specific “Machine

Readable” data on computers and sends the data to a specific database if the computer is connected to the internet. This tool is included in the Tax-Aide image and can be downloaded from OneSupport or the NTC resource website.

• The Inventory Data Collection (IDC) Tool also collects specific “Machine Readable” data on computers. This is a “stand-alone” tool and requires that the data be imported into Excel before sending to the National Office.

• It is important to remember that these tools are only half of the equation for creating a complete inventory record; the other half is the “Human Readable” information such as the Asset Tag, State, Custodian and other data that may be different from what the electronic tool has reported. All of this information is necessary and required.

Inventory Collection Tools


• “Read Me” - purpose, definitions and instructions for the remaining tabs.

• “State Inventory” (Required) - information that will be sent to the National Office and used as the official inventory for the state.

• “Inventory List” (Optional) – State use.• “Personal/Site” (Required) - summary counts of the

number of Personal and Site computers and printers that are in use in the state.

Equipment Inventory Report (EIR)

The EIR contains the four Worksheets (Tabs) shown below:


“State Inventory” (Required) - This tab contains the information that will be sent to the National Office and used as the inventory for the state. This tab should only include laptop & desktop computers, printers and projectors from the following sources:• purchased by the National Office• purchased with donated funds• donated to the AARP Tax-Aide program (this

equipment becomes property of AARP Tax-Aide by the virtue of the donation).

EIR – State Inventory Tab


“Inventory List” (Optional) - This is a good sheet to use for the required inventory of all equipment (purchased, donated and IRS), that is the responsibility of every TCS. This can also be used to show detail at the local level, such as personal notes, as well as other devices and equipment used by the state (Monitors, Routers, Shredders, etc.)

EIR – Inventory List Tab


“Personal/Site” (Required) - This worksheet should only contain summary counts of the number of Personal and Site computers and printers that are in use in the program. Entering Personal and Site computers and printers on this sheet will help the National Office keep track of how many are being used in the program, which helps the Regions determine future equipment needs.

EIR – Personal/Site Tab


State - State Code for this inventory data. Include the split code, even if there is only one in the state.Asset_Tag - AARP issued Asset Tag number, which is required on every piece of equipment.Local_Tag - This Column was added in 2014 and is necessary if the equipment was previously reported with a locally created asset tag.Category - Desktop, Laptop, Printer, or Projector. No other item should be reported on this tab.Mfg_ID - Generally understood manufacturer ID – i.e. - Dell, HP, IBM, Epson, etc.

Required Fields on State Inventory


Mfg_Model - Manufacturer's model number from the label on the computer.Mfg_Serial_Number - Manufacturer's serial number from the label on the computer.Status – OK, NW, RP, ST (NW will go away)Custodial_Vol_ID - AARP assigned volunteer ID. Include dashes. e.g. 01-123-1234Custodian – Name of the Volunteer currently responsible for the equipment.

Required Fields on State Inventory


OK - Asset is functioning.NW - Not Working/BrokenRP - Replaced by National Office or GraceWorkz (this is the broken one, NOT the replacement unit.)ST - Lost or Stolen - unit must be reported to the police and the National Office if stolen.

Inventory Status Abbreviations

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Online Inventory System


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What is it

● Online browser based system for maintaining a list of equipment, its location and custodian that is owned by the program.

● Replaces the previous once a year spreadsheet based system with a system that is year round.

● New shipment and replacement data entry all handled by Graceworkz

● All split-states to use by fall of 20172015 SMT/TCS Training - Dallas

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Online Inventory System (OIS)

● Asset management system for AARP owned and donated equipment Computers Printers Projectors

● GraceWorkz, LLC is the vendor


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Online Inventory System Functionality Overview

●Create new equipment records●Edit and change existing records●TCS: review and approve changes●Search●Export searches to EXCEL


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Online Inventory System Functionality Overview (cont’d)

●Help function●Five additional special information

fields for split-state/local use●Reporting online and via EXCEL●Access through One Support●Printer, Projector, other asset

management and reporting


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OIS Status

● 34 Split-States currently using it.

● Based on feedback proven to be a much better method than spreadsheets for maintaining inventory information.

● Facilitates the TC to TCS interaction on the inventory topic

● Already implemented one set of additional features requested by our users, more under development.



Status

● Ongoing Beta Test

● 34 split states are participating in the Online Inventory System Open to new testers in Sept/Oct Full operation TY2016

● Feedback from Survey and “high usage user” focus group was “OIS is a much better and easier system than spreadsheets”

● Many OIS feature improvements implemented and others still to be done.

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Online Inventory System Hierarchy

● Three levels of access Level 1 Admin (National Office, NTC

members) Super User Level 2 (TCS and one backup)

Split state only complete control of all records



Access to Online Inventory System (cont’d)

Level 3 (TC)For split State only will be able to

view, add, edit, modify and delete data records

Create reportsAll changes, creation or deletion of

asset records will need to be approved by Level 2.

Level 4 (RC) Read Only


Updates Resulting From Beta Test

● Improved reporting: Downloads available locally TIA data available in download Custom fields available in download

● GraceWorkz tracking repaired/replaced inventory Lessens volunteer workload

tax-aide r equired a nnual i nventory 12015 smt/tcs training - dallas

Documents

report inventory

inventory data

accurate inventory

inventory responsibilitiesnote

inventory collection

annual state inventory

state inventory tab

state inventory task