District Assets Web Version
|[Aeries.Net District Assets - Updated July 8, 2016]|
Aeries.Net - District Assets Web Version
District Assets can be used to keep track and inventory electronic devices such as tablets, iPads, laptops, as well as traditional resources such as textbooks and instructional materials. Items can be Checked Out and Checked In for students and teachers as well as inventoried through a unique district barcode. District Assets is only available in the Aeries Web Version and can be accessed from the District or the School level.
The following pages are available for District Assets:
Additional enhancements and reports will be added to District Assets in the future.
Table Security and Permissions
Users who will be working in District Assets will need at least the following permissions to the applicable tables.
DRT – District Resource Assets colspan = "2" colspan = "2"|Read, Insert, Update, Delete, Mass Update DRI – District Resource Assets Items colspan = "3" colspan = "3"|Read, Insert, Update, Delete, Mass Update DRA – District Resource Check In/Out colspan = "3" colspan = "3"|Read, Insert, Update, Mass Update VND – Vendors Read, Insert, Update, Delete
The Resources/Assets form contains two tabs, Asset Details and Items. The Asset Details tab provides descriptive information about the Asset. This data is stored in the District Resources Title (DRT) table. The Mass Add Items button allows mass adding of items and mass printing of barcode labels.
To Add a new Asset, click on the Add button. The form will open in edit mode and the Asset# will be automatically assigned. Enter the pertinent data for the new Asset. When finished, click on the Insert button.
The new Asset will display on the left.
The Mass Add Items option will allow you to add the number of items related to the Asset. Click on the Mass Add Items button.
In the above example, the asset has 100 items. To add 100 items to Asset 27, enter 100 in the # of Items to Add area. If this asset will have barcodes, enter the Starting Barcode. If you would like Custom Barcode Label Text on your label, enter it in the appropriate area. Click the OK button.
If a starting barcode was entered, an option to Print Barcode Labels is now available.
The Barcodes below display the Custom Barcode Label Text, the Resource Number and the Item Number. The Barcode labels will be numbered from 2700001 through 2700100.
The Items tab displays the copies of each specific Asset. The Barcode represents a unique district number. Item number is an automatically assigned number used internally by the system. Additional information can be entered by clicking on the Edit button to the left of the Item number. Data displayed on this form is stored in the District Resources Items (DRI) table.
Clicking on the Item History for an item will open a historical record of the item. A print button is available to print the individual record.
Clicking on the Scan Many Items button will allow you to add multiple items by scanning the barcode of each item. As the items are added, the system will remember the previous selections made for other fields such as status, comments, etc. This feature is useful if your assets already have barcodes. Barcodes that are alphanumeric and up to 50 characters in length are supported.
After scanning a barcode, the system will have a warning or success sound played to confirm that the barcode was sent to the system successfully. Sound is played on various pages within District Assets where barcode input is expected.
The District Assets by Student page displays all devices or textbooks assigned to each student. Items can be Checked Out on the page by using the Check Out One or Check Out Many button. Items can also be Checked In on the page by clicking on the CheckIn button. An option is available to only display assets still checked out.
The Student Check-Out page allows barcode scanning or manual entry check-out. When scanning the Student ID, non-numeric characters in the barcode will be ignored. The Add Many option enables scanning for multiple items for one student. It will keep scanning for the same student until the Add Many option is unchecked. The red 'X' button will clear the Student ID.
The Student Check-In page allows for checking in a device or textbook by barcode scanning or manual entry.
The District Assets by Teacher/Staff page displays all devices or textbooks assigned to each teacher/staff member. Items can be Checked Out on the page by using the Check Out One or Check Out Many button. Items can also be Checked In on the page by clicking on the CheckIn button. An option is available to only display assets still checked out.
The Staff Check Out page allows barcode scanning or manual entry Check-Out for staff or teachers. The Add Many option enables scanning multiple items for one teacher/staff member. It will keep scanning for the same staff member until the Add Many option is unchecked.
The Staff Check-In page allows for checking in a device or textbook by barcode scanning or manual entry.
Mass Change Items
The Mass Change Items form allows data in up to 8 fields to be added or changed quickly for a District Resource Item. The data will populate the fields in the District Resources Items Table (DRI). The available fields are:
- Room – The room number where the item can be located
- Condition – The dropdown menu can be populated in the Code Table (DRI.CC)
- Status – The dropdown menu can be populated in the Code Table (DRI.ST)
- Code – The dropdown menu can be populated in the Code Table (DRI.CD)
- Comment - A comment of your choice can be added
- School – The dropdown menu will display schools within your district
- Price – The price of the item can be entered
- Warehouse – Indicates the storage location of the item
To add or change data for an Item, click on the checkbox next to the area where data will be entered. Depending on the field selected, data can be entered manually or selected from a dropdown menu. The Barcode can be manually entered or scanned in with your scanning device.
In the above example, data was entered in all eight of the available fields for Barcode Item number 60000016. The data is now displayed for the item when viewed from the Resources/Assets form.
The Reset button will clear the form to allow data entry for the next item.
Quick Asset Information
The Quick Asset Information page displays information about the status of a device or textbook. The barcode can be scanned or manually entered.
Vendor information can be viewed on the Vendors form. New vendors can be added or data can be changed for existing vendors. To add a new Vendor, click on the Add button.
When all data has been entered, click on the Insert button.
There are currently four reports available within District Assets, Asset Details, Asset Items, Print Assets Checked Out to Staff and Print Assets Checked Out to Student.
Report Options for Asset Details
The following is an example of the printed report. The report will print for all Assets.
Report Options for Asset Items
The following is an example of the printed report. The report will print for all Asset Items.
Report Options for Assets Checked Out to Staff
The following is an example of the printed report.
Report Options for Assets Checked out to Student
The following is an example of the printed report.