Facilities Inventory Update

Transcription

1 Facilities Inventory Update Fall 2018 Training Online Submission Definitions: Reviewer The person or people responsible for completing the inventory update. Certifier The person responsible for signing off on the Inventory Submission (Dean, Organizational Unit Head, etc.) 1

2 Log In with your NetID and Password This screen will appear when you first go to edit your rooms. These Inventory Circumstances must be abided by or the online system will not work for your update. 2

3 Once you have logged in, you will see the Org Units to which you are assigned. Click on the Rooms button and the list of rooms assigned to that particular Org Unit will load. From here, you can click Edit to make changes, or you can click Reviewed to mark that you have looked it over and it is OK. You do NOT have to click Reviewed in order to submit the information to us. This is provided as a way to have a bookmark for you while you are working. If you go though all your inventory, and there are no changes, you can just log out. Alternatively, once you are done making changes you do have, just log out and notify your certifier that you have completed it. Your certifier is who can submit the changes to us. 3

4 Once you click Edit on a room you will be provided with numerous fields which you can then change. Additionally, there is a Comments field where you can makes notes in reference to the room for us here at MSI to read. If you hover over any of the grey bubble question marks, it will give you a pop up window with more information. After you have made your changes, just click on Save. When you click Edit on the room you will see dropdown options and from there you can assign the Function Code(s) and System Part(s), and their proration. The system will not allow you to pair certain Function Codes with certain System parts. The system will not allow you to have less or more than 100% on your proration. 4

5 Add Occupant under the UIN field to add staff or faculty to a space. If you have faculty that controls the space, and staff who work DIRECTLY for that person, those staff UIN s go under this screen. At the top right of the inventory page there is a Print View button which will provide you with your inventory in the format which is similar to the paper version of years past. This can be utilized to send out to your staff to help, but you or they will still need to make the changes online, unless we have discussed your particular reason otherwise. 5

6 This information is for the Certifier and screen shots included are what the Certifier will see Certifiers will be able to add Reviewers for the Orgs which they are responsible. When the Certifier clicks on the Reviewers button the list of Reviewers will be pulled up. Within that, there is an option to add a reviewer. You can also delete reviewers and reassign who is the Certifier. Additionally, the Certifier can add in people who can then log in with their NetID to access and complete the review process. 6

7 As a Certifier, when you open your inventory you will have the option to submit as is. If you are certain that your information is correct you can select No Changes at the bottom and submit it. There are two warnings on this page. These are only on the CERTIFIER access pages. These will not be an option for those who are reviewers. One is a confirmation that you intend to be submitting your information, and like the signature page on our paper inventory, is your certification. The second, which you may see, states that there are NO CHANGES to your inventory. This will only show up if you are submitting your inventory back to us as we currently have it. 7

8 If you have changes that have been made to your inventory, when you hit Review Changes, you will see this page. The RED is what was there originally, and the GREEN is/are the changes that are being submitted. At the bottom there is an option to Confirm All Changes or Back to Edit Rooms Once MSI receives your submission, we will approve or deny your requests. Denials will be sent back to you via an with a note as to why it was denied. Approvals will send you a confirmation . 8

9 Questions? MSI CONTACTS: Katie Crowley Ginger Urso David Morrison