TIPWeb-IT Admin Training Manual

104 Pages·2014·3.04 MB·English

IT
ADMINISTR ATOR
T M
raining anual
HAYES
Software Systems 2014© Version 4.3.1.2
TIPWeb-IT Login
User Name: _________________________________________________________________
Password: _________________________________________________________________
URL: _________________________________________________________________
HAYES
Software Systems
Contact Information
Customer Support
800-495-5993
[email protected]
support.hayessoft.com
Sales Department
800-749-5086
Fax: [phone]
Mailing Address
12007 Research Blvd., Suite 103
Austin, Texas 78759
Get the TIPWeb-IT App! Get the TIPWeb-IT App!
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TABLE OF CONTENTS
NEED TO KNOW :
(WHITE PAGES)
Introduction Letter . . . . . . . . . . . . . . . . . . . . . . . . . i
Trainer Biographies . . . . . . . . . . . . . . . . . . . . . . . .iii
FIRST THINGS FIRST HOW IT GETS HERE
Application Overview . . . . . . . . . . . . . . . . . . .1 Inventory Introduction . . . . . . . . . . . . . . . . .27
Pin Point IT Items with Tags . . . . . . . . . . . . . . .2
Initialize Items to Rooms . . . . . . . . . . . . . . .28
Interface Introduction . . . . . . . . . . . . . . . . . . .3
Common Icons . . . . . . . . . . . . . . . . . . . . . . . .4 Purchasing Overview . . . . . . . . . . . . . . . . . .29
Supplemental Product Information CHECK LIST: COMPLETING A PO . . . . . . .30
Help Screen . . . . . . . . . . . . . . . . . . . . . . . . . .5
Create a Purchase Order . . . . . . . . . . . . . . . .31
Support Center . . . . . . . . . . . . . . . . . . . . . . . .6
Adding Products to a Purchase Order . . . . . . .31
Receive Product(s) from a Vendor . . . . . . . . . .32
What are Tags? . . . . . . . . . . . . . . . . . . . . . . . .7
Ship Product(s) to a Site . . . . . . . . . . . . . . . .33
Tag/Serial Search Introduction . . . . . . . . . . . . .8
Receive Items for Sites . . . . . . . . . . . . . . . . . .34
Tag Search . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Close a Purchase Order . . . . . . . . . . . . . . . .37
Serial Number Search . . . . . . . . . . . . . . . . . .10
Print New Tags . . . . . . . . . . . . . . . . . . . . . . .11
Site to Site Transfers
User Management . . . . . . . . . . . . . . . . . . . .12 Initiate Transfer . . . . . . . . . . . . . . . . . . . . . . .38
Receive Transfer . . . . . . . . . . . . . . . . . . . . . .39
 ACTIVITY . . . . . . . . . . . . . . . . . . . . . . . . . . .13
MANAGE AUDITS
ESTABLISH IT
Audits Introduction . . . . . . . . . . . . . . . . . . .40
CHECK LIST: GETTING STARTED . . . . . . . .14
Initiate Site Audit . . . . . . . . . . . . . . . . . . . . . .41
Add Product Types . . . . . . . . . . . . . . . . . . . . .15
Finalize Site Audit . . . . . . . . . . . . . . . . . . . . .42
Add Custom Fields . . . . . . . . . . . . . . . .16
Reconcile Tag Audit States
Add Manufacturers . . . . . . . . . . . . . . . . . . . .17
In Bulk . . . . . . . . . . . . . . . . . . . . . . . . .43
Add Vendors . . . . . . . . . . . . . . . . . . . . . . . . .17
An Individual Tag . . . . . . . . . . . . . . . . .44
Add Funding Sources . . . . . . . . . . . . . . . . . .18
Add Areas . . . . . . . . . . . . . . . . . . . . . . . . . .18
Add Products . . . . . . . . . . . . . . . . . . . . . . . .19
NICE TO KNOW :
(YELLOW PAGES)
Add Accessories . . . . . . . . . . . . . . . . . .19
Add Product Images . . . . . . . . . . . . . . .21
BASICS
Add Sites and Site Types . . . . . . . . . . . . . . . .22
Apply Grid Filters . . . . . . . . . . . . . . . . . . . . .45
Add Charge Types . . . . . . . . . . . . . . . . . . . . .23
View Switch . . . . . . . . . . . . . . . . . . . . . . . . .47
Add Room Types . . . . . . . . . . . . . . . . . . . . . .24
Unlock a Field . . . . . . . . . . . . . . . . . . . . . . .48
Add/Edit Rooms . . . . . . . . . . . . . . . . . . . . . .25
Continued on next page 
 ACTIVITY . . . . . . . . . . . . . . . . . . . . . . . . . . .26
TAG MANAGEMENT
Edit a Tag’s Details . . . . . . . . . . . . . . . . . . . .49
Edit a Tag’s Assigned Product . . . . . . . . . . . . .50
Components:
Assign Tag to Another Tag . . . . . . . . . . .51
Transfer Component to Another Tag . . . .52
Remove Component from Parent . . . . . .53
Component Listing Report . . . . . . . . . . .54
Attach a File to a Tag . . . . . . . . . . . . . . . . . .55
Bulk Edit Tag Information . . . . . . . . . . . . . . . .56
Room to Room Transfer . . . . . . . . . . . . . . . . .57
Quick Transfers:
Room to Room . . . . . . . . . . . . . . . . . . .58
Site to Site . . . . . . . . . . . . . . . . . . . . . .59
Transfer History . . . . . . . . . . . . . . . . . . . . . . .61
Archive Inventory . . . . . . . . . . . . . . . . . . . . .62
DISTRICT PREFERENCES
CHECK LIST: DISTRICT WIDE
PREFERENCES . . . . . . . . . . .63
Inventory Transaction History Setting . . . . . . . .65
Notification Settings . . . . . . . . . . . . . . . . . . .66
Student Inventory Management Setting . . . . . .67
User Role Settings:
Site Administrators . . . . . . . . . . . . . . . . .68
Site Users . . . . . . . . . . . . . . . . . . . . . . .69
IN THE KNOW :
(BLUE PAGES)
Application Field Definitions:
Catalog Screen . . . . . . . . . . . . . . . . . . . . . .71
Purchasing Screen . . . . . . . . . . . . . . . . . . . . .77
Sites Screen . . . . . . . . . . . . . . . . . . . . . . . . .82
Tags Screen . . . . . . . . . . . . . . . . . . . . . . . . .87
Audits Screen . . . . . . . . . . . . . . . . . . . . . . . .91
CHECK LIST: ACTION ITEMS . . . . . . . . . . .96
INTRODUCTION LETTER
Hello & Welcome
. . . to the Hayes Software Systems TIPWeb-IT application!
If you are reading this, you have in your hand what we hope will
prove to be a very useful training guide as well as a reference
guide to assist you in answering the questions you have on a daily
basis about the functionality of TIPWeb-IT .
For twenty plus years, Hayes Software Systems has been training
persons just like you in the use of our software solutions for school
administrators . We have made it our business to understand the
instructional technology issues and challenges you face on .
If you are attending one of our hands-on or webcast training
sessions, you are being led by one of our experienced training staff .
Our trainers are proficient in TIPWeb-IT and will be able to offer
you real life examples and processes to assist you in applying the
application to your situation .
Don’t Wait!
This training manual is divided into three sections:
Ask us!
1 . Need to Know (white pages)
This is your training
those topics for which you need a basic
time and we want you
understanding to begin using the TIPWeb-IT
to get the most from it .
administrative view
If you have a question,
2 . Nice to Know (yellow pages) please do not hesitate
those topics that will further enhance your use of to ask it right away .
TIPWeb-IT’s more advanced functions
Our trainers feel
comfortable taking
3 . In the Know (blue pages)
questions as you have
helpful report samples to quickly reference them .
Don’t let that question
you have go unasked!
Continued on next page 
Ask our Customer Support Team! 800-495-5993 i
Each page of this training manual has information which quickly categorizes where
in the application the content discussed on that page can be found . Located on the
upper right-hand side of each page, there are icons and a written path directly under
the icon .
The page header icons are listed below and symbolize the following TIPWeb-IT areas:
Catalog
Puchasing
Sites
Tags
Audits
Q
L Quick Links
IT Generic and/or Multiple TIPWeb-IT areas
For more information regarding different TIPWeb-IT areas, see the Interface
Introduction and Navigating the Application sections of this training manual .
ii TIPWeb-IT Administrator Training Manual
TRAINER BIOGRAPHIES
DEBBIE DISLER ALISON KOEN DAN STEWART
Director of Customer Support Specialist Customer Support Specialist
Customer Advocacy and Training Consultant and Lead Training
Consultant
In January of 2009, Debbie In January of 2011, Alison
accepted the position of joined our team on a full Dan joined Hayes Software
Director of Customer Support time basis . She is one of the Systems in 2000 as a part-
and Training where she voices you will hear when you time Training and Consulting
continues to seek new and call in for assistance . She is Specialist . Working in the
exciting methods of delivering an integral part in helping us education field for 24 years, all
training and providing to continue to develop our at the same fast growth school
awesome customer support . webcast training offerings and district in Texas, he retired in
will continue to help us with our 2000 .
She has been providing on-site trainings .
customer support and training As the district grew to
for Hayes Software since 2000 . Some of you may already be 40,000 plus students, Dan
She took on the coordination familiar with Alison as she has was instrumental in setting
of on-site and Hayes sponsored worked part time for us during up an instructional material
participant centered training of our busy seasons answering warehouse, four different
our products and in 2006 was your questions and assisting times, as growth forced the
made the Program Director of with the development of our warehouse to relocate . He
Customer Support and Training . online help system for our implemented the use of TIPWIN
TIPWeb-IM application . in the district and provided
Coming to Hayes with 15 years support to all campus textbook
of experience working for a fast Before coming to work for personnel . Having spent time
growing school district in the Hayes, Alison spent two years in the classroom teaching
central Texas area, she spent 13 as the instructional materials as well as time at the district
years as a district instructional coordinator at McNeil High level managing instructional
materials coordinator and School in Round Rock, Texas . materials, Dan shares his
coordinator of the district’s Prior to that she spent time at expertise and ideas about
reporting of student, staff and St . Edward’s University (SEU) in accountability on all levels .
financial data to the state their Instructional Technology
education agency through the division where she designed He has fast become our lead
Public Education Information educational websites for official field trainer and consultant,
Management System . SEU courses and faculty . She offering his firsthand experience
assisted in the training of staff and use of our instructional
While employed with the school and faculty who wished to material and instructional
district she purchased and learn how to use and design technology management
implemented district wide, the web based technology for their programs to our customers .
use of the TIP DOS program, courses .
moving to the TIPWIN program
when it was launched . She She has a wealth of practical
developed and conducted experience and knowledge that
hands-on training for campus she is excited to share with you .
personnel and truly believes
that training is the key to the
success of any accountability
program .
Ask our Customer Support Team! 800-495-5993 iii
DONNA LONG SUE HEDRICK LINDA ANDREWS
Customer Support Specialist Customer Support Specialist Customer Support Specialist
and Training Consultant and Training Consultant and Training Consultant
After over 30 years of training Sue, originally from West A native Houstonian, Linda,
experience in a wide variety Virginia, relocated to Texas recently retired after spending
of fields, Donna joined the and used her eight years of 22 years with Palestine
Hayes Software Systems West Virginia public education Independent School District .
training team . Her experience experience working for a
with TIPWeb began while Houston area school district . Linda started out as
working with a large school She spent the next 24 years Palestine’s Curriculum
district in the Dallas/Fort working in different capacities . Department Secretary . For
Worth area . She supported The last eight years of her fifteen years, she was their
the instructional materials career were spent working District Textbook Coordinator
coordinator in the set up of the in the instructional materials and took a “hands on”
district’s warehouse as well as department, supporting the approach by creating a district-
assisted numerous campuses district instructional materials wide Textbook Procedures and
in the implementation of the coordinator . This role taught Policies manual, implementing
application . her about the many facets of the TIP application, training
textbook management . campus personnel, presiding
Her move to East Texas over textbook adoption
in the later part of 2006 Sue has a passion for procedures, and instituting an
allowed her to begin contract teaching . She became her annual district-wide textbook
work with Hayes as a tester district’s TIPWeb-IM trainer inventory audit .
of our TIPWeb-IM and and, each year that a new
TIPWeb-IT applications . Her campus opened, she would She was also very involved
organizational skills and help campus textbook staff in the Textbook Coordinators
knowledge of TIPWeb-IM setup their new instructional Association of Texas at the state
led her to a ten month materials storage rooms and and region level . During that
consulting contract through teach textbook accountability time she realized how much she
Hayes working with the largest best practice policies . enjoyed making presentations
school district in Texas . For this and helping others .
district, her assistance proved In December of 2010, Sue
invaluable to the successful chose to retire to join the Linda is excited to have the
implementation of TIPWeb-IM . Hayes Software Systems opportunity to continue her
training team to continue passion for assisting school
Donna’s commitment to doing more of what she truly districts with the organization
meeting our customer’s needs enjoys, helping individuals and management of materials .
is unparalleled as evidenced achieve success in their jobs .
in her enthusiasm and genuine She is excited to offer her
desire to share her knowledge experience with technology
with each and every learner . tools and instructional
materials process and
procedures to help each and
every learner to achieve a high
level of comfort with TIPWeb
products .
iv TIPWeb-IT Administrator Training Manual
FIRST THINGS FIRST IT
TIPWeb-IT > Admin View > Application Overview
TIPWeb-IT Application Overview
A cquiri
n
g

I
t
e
m
• Tag & Initialize to Rooms s
Items Currently on Site
• Receive Items to Rooms
from Site to Site Transfers
• Tag & Receive Items to
Rooms on Purchase Orders
s u i n g & Coll
s e
I c
t
i
n
g
• Room to Room Transfers
I
t
• Issue to Staff Members e
m
• Issue to Students
s
• Track Transactions
A uditing In •• ACsoslelescs tC Itheamrsges
v
e
n
t
o
• Conduct Inventory Audit
r
y
• Manage Tag Data &
Historical Data
• Evaluate Needs & Create
Purchase Orders for New
Items
NOTES
Ask our Customer Support Team! 800-495-5993 1
FIRST THINGS FIRST IT
TIPWeb-IT > Admin View > Application Overview
Pin Point Instructional Technology with Tags
e
y p op, Di
PExr: oDTeadsbkltueot,p c tWC hoitmeT pButoPear,rrE dPLx,r: oa o ejpttAeLcd.cpo.t.pgeluitedA ecAiLccipPtcfhpa eel:dsKe s 2e5oy iMrybiPaeeoogsaia:drr cs dD MoCcookuvseer,, oEr xS: Lt aRfoofA oMdmcme,mai nSEbitxsute:tdrr i aSeCotniavti,emn t BpeuEuixsl: dL Pi LonWucgreaacss,trh ieoveathtnscoriesn.u,. g.isl,ec ,e ttTce ..c.Lhneolovgye, l
TAG
Tag Status
Ex: In Use, Available, Lost, etc...
Item Specific Information
Ex: Serial #, Expiration Date,
District Requested Info, etc...
Funding Information
Ex: Purchase Date, Purchase
Price, Funding Source, etc...
NOTES
2 TIPWeb-IT Administrator Training Manual