1 GSA Personal Property Reporting Tool Training Manual and Review Guide Table of Contents 1) Agency Sign In My Account Update Account Change Password 2) Data Entry Exchange/Sale Enter Data Bulk Import Instructions and Template Non Federal Recipients Enter Data Bulk Import Instructions and Template Controlled Accountable Assets 3) Reports Create Query Saved Query 4) Help What’s New? Frequently Asked Questions Usage Agreement Who Can I Contact? 5) Managers Guide Manager User Manage (Tier) Organizations List Recent Users Report Verification (Data Entry tab) Send 6) Suggestions and Point of Contacts

2 Section 1 My Account Update Account Change Password

3 Your first login information was sent to you via , Username is your account. If you have forgotten your password please notify your Manager.

4 The first time you login you will read and accept the System Usage Agreement.

5 Continuation of System Usage Agreement…you must click on accept to continue.

6 Click on Tools tab, go to My Account. Here you can update your information, it is important to have your information current.

7 Complete form and click on Save User Information to save changes. DO NOT USE THE ENTER KEY IT WILL NOT SAVE YOUR DATA.

8 Continuation of Update My Account… If you are have difficulties coming up with a new password, click on Generate Password, the system will make suggestions for you.

9 Section 2 Data Entry Exchange/Sale Enter Data Bulk Import Instructions and Template Non Federal Recipients Enter Data Bulk Import Instructions and Template Controlled Accountable Assets

10 Data Entry – the drop down table for FY and the icons are described. Roll your mouse over the icons and the descriptors will appear on your screen. Fiscal Year drop down Click here for Exchange/Sale Click here for Non-Federal Recipients Click here for Controlled Accountable Assets

11 Highlighted are drop down tables; Exchange/Sold, FSC groups, the FSC-Groups.pdf which defines which FSC code and the Save icon. Always use the save icon. DO NOT USE THE ENTER KEY. After entry is saved the data will be sorted into tables: Exchanged or Sold.

12 You can add your data after each action or at the end of the FY you can Import your spreadsheet to the reporting tool. We have provided a template for the data needed. Click on the icon for instructions and the template.

13 After clicking on the “Exchange/Sale Import Template” icon the screen below show the Instructions for Data Import.

14 The system will only except this spreadsheet; you must Download this spreadsheet to your Excel (save under different name).

15 FSC Group table

16 Click on the Non-Federal Recipients report icon to begin entering data.

17 Non-Federal Recipients data screen functionality is much like the Exchange/Sale screen – the drop down for “Authority” notice the choices to make. Zip code look up: Zip4.usps.com/zip4

18 Click here to go to the Non-Federal Recipients report instructions and Template. You can import your excel spreadsheet on this screen.

19 The Instructions for the Non-Federal Recipients Data Import, click on the Reference tab to see the FSC group table.

20 Data elements for the Non-Federal Recipients report.

21 FSC Groups and Codes are found under the Reference tab.

22 FUTURE 2009 Measurement of Controlled/Accountable Assets

23 Section 3 Reports Create Query Saved Query

24 Agencies can make their own Queries to track their progress or use already formatted queries. If you have suggestions as to format please contact GSA. Click on your choice at either icon.

25 Click on which report to query.

26 Build your report by clicking on the values needed; filter and sorting tools, then click on Run Query. This screen shows the Exchange/Sale data elements.

27 Build your report by clicking on the values needed; filter and sorting tools, then click on Run Query. This screen shows the Non-Federal Recipients data elements.

28 Sample report.

29 Section 4 Help What’s New? Frequently Asked Questions Usage Agreement Who Can I Contact?

30 Click on the Help tab at the top of your page

31 Section 5 Managers Guide Tools tab Manage Users Manage (Tier) Organizations List Recent Users Report Verification (Data Entry Tab) Send

32 On this page Managers can access what is needed to add, delete, and change their Organizations structure, and accounts users. To begin click on Manage Users

33 Tools tab – depending upon your Agency’s assigned level of Authority you can view your account information and manage members of your team.

34 Click on the Manage Users selection; here you can Add users, Reset users Passwords, set the assignment level of each user, and make deletions were necessary. Edit Reset Password

35 Description of Add new users, assign user roles and organization tier the user will be responsible for. Always use “Save User Information” button.

36 Ensure all fields have been completed for optimal performance.

37 Instructions for Manage Users, ensure all user data is complete. (screen 1, top of page)

38 (screen 2) Manage Users; Assignment of Data management level, organization level within agency. Make sure all User Roles are checked.

39 Manage Organization: Agency's can add their tier organizations using this function. It is the agency's discretion on how many levels they go down. Example show DHS as 3 drill down levels.

40 Click on the Edit Org icon, the top of the page is the how to narrative, below managers will complete to make additions and deletions to the agency tier organizations

41 Drop down tables make it easy for entry, as well as a check to ensure your organizations are available for use. Each tier level is indented to his parent organization.

42 Managers ensure all data elements are completed on each organization and Manager. Always save your entries using the Save button, do not use the ENTER KEY on your keyboard.

43 List Recent Users, allows the managers to view who has been in the tool, up to the last 7 days.

44 As each tier level completes their report, a green dot appears on the page, a solid green dot denotes a complete and a green dot with a spot in the middle denotes a negative report. After the agency level completes reports to GSA a check mark denote FY reporting is complete.

45 You can send s using this tool, all inquiries go to Gary Thompson at GSA.

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48 Section 6 We want to hear from you. If you have any suggestions for improvements or comments on different reports and content please contact GSA/OGP. Point of Contact: Gary Thompson Darlene Stickel Exchange/Sale Gary Thompson Non-Federal Recipients Pat Elliott

49 Notes