AARP Foundation Tax-Aide Online Inventory System HM Riggert Modified 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City What Is OIS Real-time asset management system for: AARP purchased, donated fund purchases and donated equipment: Computers Printers Projectors Remember that donated equipment is donated to AARP Tax Aide and not the State or Location. GraceWorkz is the vendor for OIS. 2018 SMT/TCS Training - Kansas City

Online Inventory System User Hierarchy Three levels of access: Level One: Used only by National Office for administration Those responsible for maintenance of the system Certain members of the NTC 2018 SMT/TCS Training - Kansas City

Online Inventory System User Hierarchy Level Two: For Split State TCS and one alternate (Bob Erhartic) The Split State TCS, and a designated alternate, can: View at all split state inventory data. Make additions and edit the split state data Approve all Level 3 changes. Level two users do not require secondary approval 2018 SMT/TCS Training - Kansas City

Online Inventory System Hierarchy Level 3 (TCs) Split State TCs can view, edit and modify existing data records and create new records. Currently Level 3 users can see and modify ALL records in the split state. This requires caution! All changes or creation of asset records must be approved by Level 2. 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City Pending Updates When the Level 3 TC makes a change the TCS will receive an email indicating a change has been made: The email address will be the address used to sign onto the Portal 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City Record Deletions Deletions can only be processed by National Submit request via OneSupport Form: Technology Hardware Hardware Topic: OIS Give a detailed explanation for deletion. 2018 SMT/TCS Training - Kansas City

GraceWorkz Responsibility GraceWorkz (GW)Role Will add to OIS all laptops that they replace through the Repair/Replace or Refresh programs. GW only will be using RP to designate that equipment has been replaced via Repair/Replace or Refresh and returned to them. Replaced equipment will be moved to Split State GW which is administered by GraceWorkz. GW is responsible for removing RP items from OIS. There are RP items in the Split States that were replaced prior to the current Repair/Replace Program. 2018 SMT/TCS Training - Kansas City

GraceWorkz Responsibility There are four things that Graceworkz cannot complete when adding items to OIS: District Number Custodian Custodian Volunteer ID Region The TC/TCS should ensure that these are correctly completed for all Repair/Replace or Refresh equipment added to OIS by Graceworkz 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City Data Error Reporting TCS/TC is responsible for managing your state’s data. When errors are detected, correct them. If you cannot correct, report to National via OneSupport ticket Form: Technology Hardware Hardware Topic: Online Inventory System Give a detailed explanation of the problem 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City Production OIS Access To access OIS, go to the Portal and select “Inventory System” as shown You must have the role of Technology Coordinator to access the OIS 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City OIS Entry Sample 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City OIS Help Screens Provide useful information if you get lost There are Brainshark presentations in Help 2018 SMT/TCS Training - Kansas City

2018 SMT/TCS Training - Kansas City Conclusion QUESTIONS?? or Comments! 2018 SMT/TCS Training - Kansas City