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

2. 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

3. 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

4. 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

5. 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

6. 2018 SMT/TCS Training - Kansas City
Pending Updates
When the Level 3 TC makes a change the TCS will receive an indicating a change has been made:
The address will be the address used to sign onto the Portal
2018 SMT/TCS Training - Kansas City

7. 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

8. 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

9. 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

10. 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

11. 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

12. 2018 SMT/TCS Training - Kansas City
OIS Entry Sample
2018 SMT/TCS Training - Kansas City

13. 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

14. 2018 SMT/TCS Training - Kansas City
Conclusion
QUESTIONS?? or
Comments!
2018 SMT/TCS Training - Kansas City