Calltrax Inventory Guidelines and Procedures

http://calltrax.greenek12.org (May 2007)

This guide is for all technology staff members who are responsible for ensuring that all technology items are properly tagged and entered into the calltrax (calltrax.greenek12.org) system. This is a requirement of the District Technology Staff and is necessary to ensure that accurate and reliable information is available to identify what technology exists in our schools. It is also used to give any school the ability to report requests for service on any district supported technology equipment. Whether you or your school uses this method, the inventory must be in and up to date if at any given time that school chooses to use Calltrax for reporting support needs.

What items should be in Calltrax?

All technology related items that are:

1. over $100 in value

2. use an IP address

3. an item in which a staff member would submit a request for service to calltrax

The following priorities are assigned to clarify how far to go in determining if an item is put in calltrax:

· Priority 1 (MUST be in calltrax, no exceptions) - All computers, servers, printers and network equipment over $100 and any item that uses an IP address. Smartboards, Interwrite School Pads, LCD Projectors, CPS Systems, AlphaSmarts also are priority 1.

· Priority 2 (Needs to be entered but not as critical) - A/V Equipment such as TVs, DVD Players, VCRs, etc.

Asset Tags

Asset tags are distributed by funding source so that inventory can tracked by department. The following types of tags are:

· Temporary Tags – White Mailing Labels- Use for items in the event you need to put an item in inventory but are unable to get an asset tag in a timely fashion. When you do receive the appropriate tag you will need to replace this tag and note in calltrax. This tag is also used to tag items that have no funding source such as donated computers or personal computers. These tags will never be replaced with an asset tag. All donated computers will use this tag. (Cole Spears – 798-2623)

· Green Tag – General Budget (District) or School Budget (Margaret Huffman – 639-4194)

· Red Tag – Title I (Federal Programs) Will also issue you a school wide sticker for their inventory needs. (Tonya Shell – 639-4194)

· Black Tag – Special Education (Carol Buchanan – 639-4194)

· Blue Tags – Vocational (Wayland Seaton – 639-4194)

· Silver Tags – Food Service (Brenda Freshour – 639-5305)

Computer Monitors

A tag is required for computer monitors when the cost of the monitor is over $100. If it is less than $100, then enter the serial number of that monitor in the comments field of the PC it is attached to. Either way, the serial number of all monitors must be entered into calltrax. All flat panel monitors must have an asset tag.

Placement of Tags

The standard for placing the tags is important to make sure that the asset tag is easily identified but at the same time remove the temptation for students to pick at or remove tags. The placements are as follows:

PCs – Right Top Rear

Monitors – Flat Panel - Right Rear Top

CRT – Right Top Rear

Printers – Right Top Rear

Servers – Right Top Rear

Stackable Switches – Right Side only (do not place on the top or bottom as switch above and below will hide it)

Alpha Smarts – Right Top Rear of Cabinet – Use only one tag to identify the cabinet. Use the comments field to enter the serial numbers for each AlphaSmart assigned to that cabinet. Use a mailing label to identify each AlphaSmart with a number (e.g. – Alpha Smart #1, Alpha Smart #2, etc. comments field - Alpha Smart #1 – S/N 123-45-6789)

SmartBoards – Right Rear on bottom frame

LCD Projectors – Right Top Rear

InterWrite School Pads – Right Top Rear

TVs – Right Side Rear

All other A/V Equipment – Right Top Rear

Personal Equipment – The district does not support personal items brought in by teachers from home but if it is an item that uses an IP address you will need to use a temporary tag and identify it in calltrax.

What is the minimum amount of information I enter in Calltrax?

Control Number – Asset Tag (Make sure you enter the number exactly as you see it on the tag. Include all

zeros or letters. )

Serial Number – Serial Number or Asset Tag on Dell Equipment)

IP Address – If the item has an IP address, enter it. If you change the address, change it in calltrax as well.

Location – Name of School (If item is transferred from one school to another, make sure you change the location)

Room – Room Number (Locate school floor plan and identify room number assignments so if you are no longer there

someone can interpret what you entered and make sense of it.

Slot – VERY IMPORTANT! Use the Teacher Name or a descriptor like GYM or Office. This is important so that the

inventory breakdown plugin can be used.

Bin – Bin is not required but may be useful where you identify which of the same five machines is which in that

classroom. You can use numbers but it might actually be more useful to enter a descriptive word such as PC #1, Teacher PC, or HP Printer.

*Room/ Slot/ Bin should look like the following: (Room 125/Slot-Patrick/ Bin- Teacher PC) or (Room A16/Slot – Jones/Bin – Student Computer #1) or (Room –NorthPod 11/Slot – Gentry/Bin- Interwrite School Pad). This way for items in a broad category (like Smartboards, School Pads, CPS, etc) , you can identify in a ticket where it is located and a better idea of what it is.

Vendor – If vendor is not listed, contact Bob or Cole to add it.

Purchase Order – PO Number

Warranty Box – Check this option if item has a warranty

Warranty End Date – If item is set correctly, then this will automatically populate for you. (I.E. – PC with 3 year warranty will go into the calltrax with an end date three years from the date you enter the pc into calltrax.)

Purchase Price – Enter Price paid for item

Purchase Date – The date the item was purchased. If you do not have this information, default to two weeks prior to you receiving the item.

Miscellaneous -Notes - This field is very handy to enter varied information such as monitor serial numbers, spare part information, movement of an item from one location to another, etc.

Marking equipment removed from inventory - All items that have been removed from your inventory and are not in another county school site are to be designated by entering a minus sign in front of the control number (Example:

-G0000299) In addition, the room and slot should be marked as follows: Room – z/Slot – Discarded

Spare Parts – Spare Parts are checked out at the CO annex and are signed out. These parts are then identified as being assigned to your school. If you have this spare part, you will need to follow these instructions to properly document where the part is at: Locate the tag number on the spare part and find in calltrax by using Find Asset. In the comments field, enter the asset info and it’s control number that the part was put into. (I.E. – Installed in computer with tag#G0000299). Bob and Cole will reconcile this list each year with what has been checked out. If you checked a part out and have not used it then note where it is located in your school.

General Request Control Numbers – I have entered assets called general requests that will serve as a generic item to enter a request for. Things such as a new computer to setup which has no asset tag, install software at a location, etc.

This number is your school’s four digit state id number:

Baileyton - 0005	Camp Creek - 0010	Chuckey- 0020	CDMS-0025
CDHS – 0028	DeBusk – 0030	Doak -0035	Glenwood – 0040
McDonald – 0055	Mosheim – 0060	Nolachuckey – 0067	NGHS -0070
Ottway – 0075	SGHS – 0080	WGHS – 0095	West Pines – 0100
Educational Center – edcenter	Central Office , CO Annex, Bus Garage - 300

Enter this 4 digit number as your control number for a request and you can submit the ticket even if the request is for something that has no control number assigned to it.

Recommendations for entering this data in inventory – While it is easy to say that you will come back later and enter the inventory as you have time, the truth is that you rarely have the time and if you do not enter it as you set the equipment up the first time you will not get it into calltrax. The best way is to enter it as you setup the machine, but if you are setting up several machines you can log the basic information for each machine and sit at one computer and enter it at one time. That is faster than entering on multiple machines as you set them up. It literally takes only a minute to enter this data and if you will try to enter it as you add items to your inventory this will not be difficult to maintain. You have to check for internet access anyway. Why not verify by logging into calltrax and entering the details needed for inventory? If you are having troubles getting needed information then contact one of the district tech staff and we will assist you in getting what you need.

Thank you for your help in this matter and I appreciate your hard work.

Useful Plug-ins found on calltrax site. If you will click on the logo called TotalTrac it will take you to a page that has some useful plug-ins for pulling information from the database. I will focus on three in particular.

1. Simple Inventory List - This list can be run by location and gives you a quick list of what assets you have assigned to your location. Useful in finding information that might be missing or a snapshot of what spare parts you have assigned to your school.

2. Inventory Breakdown – This report prints out in a Word format that is a simple way to print out the tech inventory by Teacher name which is entered in the Slot field. This is useful for schools to verify the inventory at the end and/or beginning of the school year. Teachers can sign off on this list if an item is in or not in their room.

3. IP Finder – This is a great way to track IP addresses that are in use for your school. This is especially helpful if you are trying to troubleshoot an IP address conflict. You can also print this out as a record of your IP address assignments in lieu of a separate spreadsheet. With all of the changes that have been occurring and those in the future this will help if we have it documented somewhere. This is only as accurate as you keep it. If you change an IP address on a machine then make the change in calltrax as well. Otherwise, this plugin becomes less useful if you do not trust it’s accuracy.