1:1 Collections: What custom views are you using to help with device collections?

I’ll go first:

Our district has around 800 students.  Our ES chromebooks remain in carts at each grade level so the collection process is more simplified.  Our HS chromebooks & chargers go home with students so this is where we have to focus most of our attention.  Our IT dept. consists of two people for the entire district.

HS Device Collection:

• One day collection
  • We setup in the Library and call each grade level down the second to last day of school
  • We will have two stations that each student stops at before returning their device
    • Station 1 - Device & Charger inspection (tickets will be submitted if necessary)
    • Station 2 - Asset Tags (asset tags will be applied if missing or unreadable)
  • After inspection and asset tag stations, students line up and we use Batch checkin and storage tracking to check devices in.  We setup Uline metal shelving with 5 shelves each.  Each shelf is labeled with shelf #’s and slot #'s (1-5, 6-10,11-15, 16-20, 21-25, 26-30, 31-35).
    • The first student will be assigned shelf 1, slot 1.  The second student will be assigned shelf 1, slot 2, and so on.  This allows us to go back and find any given student and only look through a stack of 5 devices to find the device. (Picture of shelving attached - Don’t mind the mess as we are using shelving to store random devices at the moment)
    • We can fit all of our HS devices on two carts and use the large opening at the bottom to store chargers by grade level in totes, also from uline.

  • 

    

• Custom Views:
  • This is where we would like input.  We did a lot of cross referencing as our system was not fully implemented.  What views can we use to quickly identify who does not turn a device in so we can quickly get in touch with the student before they disappear for summer.

Hello, @drose807! First off, I absolutely love your post and the collaborative spirit. Collaboration is a huge advantage that our online Community provides and it is nice to see members like you sharing your organized and successful workflow examples. The visuals are also very helpful 🙂

Along the lines of Custom Views, I wanted to pass along one of our Tips & Tricks articles that you may find helpful. This article explains how to create a view for assets that are still checked out under students/teachers that are no longer with the district. You can follow these steps, however, change the filter for the appropriate Role for your specific need. I hope this helps!

@Belcher.shane, @bclark, @TAnders - you’ve helped quite a few other members in the community, any advice or tips for end of year device collection?

This will be about the assets themselves. Mercifully I have next to nothing to do with fees and they are actually tracked via a different program the district uses for other things that predated when we got iiQ. But I'll add any appropriate fees due to damages or devices not returned are put in basically at the end.

We have roughly 23,000 students and are  1:1 with devices. This is basically what we do with our high schools. The actual collection process is different for middle school and elementary but the Scanning/Rules/Views are the same.

We collect every year for various reasons. When the students come in the devices are checked by a hardware team, (tickets created for damages) then they go to a table where it's verified if the student is enrolled in Summer School or not. If so they will end up keeping their device for the Summer School term. If they are not in Summer School we collect it. After that they are sent to the actual collection table where we take the device or set the Summer School status 

We are not currently using the bin/slot system but likely will next year. We aren't this year simply because we are in a refresh year and the current devices are being sold to a third party so we have no need of it. From my testing of it it looks like it's going to be huge for us next year.

At the start of the process all the devices that are currently checked out use the standard "In Service" status. This is useful for filtering. 

We use the batch check in. We set the location to the school we are collecting for or a dummy location of "Summer School." We do NOT have batch check in un-assign the device but rather have rules do that processing. 

• For students turning them in, it's simple. This year the rule will un-assign the student and set the status to "Diamond Assets" (for the company we work with who is buying them). It will also set the location to our Tech Center.
• For students doing summer school the rule will keep the student attached to the ticket, but set the stats to "Summer School."
• If I need to know more specific from these groups I further filter down. Usually that would be to look up info on a specific Grade.

In reality we can pick any of our buildings thats not the "Summer School" location (or a couple other dummy locations we have that are outside the scope of this) and get the same result. We have just found for our team it's easier to understand for them if they put in the name of the school we are at, so that's what we tell them to do.

I'm sure there are other ways to do this but our testing has lead us to this conclusion. It worked well last year so we are doing it again. I'm super open to ideas for improvement though. 

I have custom Asset views for all of our buildings to show me the number of devices that are currently checked out to students with an "In Service" status. 

I’m going to make custom views to show the following scenarios as well:

• Status Diamond Assets, Checked in today (using moving date range.)
• Total with a Status of Diamond Assets 
• Status Summer School, Checked in today (using moving date range.)
• Total with a Status of Summer School 

This is where I will add there is feature request out there about folders for custom views and you should absolutely upvote it. It was posted by @davecarty and it's a great idea.  

Our district is large enough to where each of our schools has an assigned technician, and they mold their check in process to fit how their staff can assist, so each school is different, but the general process is below.

We utilize 3 different “models” of Chromebooks, even though they are all the same actual model. We have a take home program, a donation program and an in school program. Our chromebooks that get sent home for whichever program get dumped into a spreadsheet before we send them out. So they are inventoried and checked for damage, etc, then we bulk import them back into IIQ under a different Model and Model Category (ex, Computers > Take Home Chromebooks or Computers > Donation Chromebooks). This makes it easy for our site techs to check how many chromebooks are actually on their campus, since there is 3 distinct model categories that show up on the main assets explorer page. There are also rules that fire off on assets for “updated” and the update is the model changes to one of those, that rule sets them to the respective status as a back up (take home or donation).

There is a separate set of rules set up for the special models being returned for “Checked in”, they get set back to the status of “Returned”. Site techs can use custom views with those model devices, the statuses and the “last owner” column to check if students have returned devices or not. Having all the rules in place really helps because then front office staff can check things in without having to notify the technician or have them come and check it in for them. Most of our office staff is currently set up as “Agents” with check in/out + fine tracking/issuing and now + parts management for managing toner/consumable orders. We have quite a list of custom agent role permissions set up in our system.

For the most part if the office checks in devices, they will have 3 bins to store them, on site chromebooks, take home chromebooks or donation chromebooks. The site technician can go through and verify function and any damage that wasn’t visible to the front office staff for fines. If anything is damaged, we have a separate set of rules that fire off once the site technicians set the device to our designated “needs repair” status. This lets them use a custom view for devices in that status to create tickets in bulk (this is where my idea to make rules/filters/columns universal would come in handy, because then I could set a rule to auto create a ticket once a device enters that status) and those tickets get assigned to our repair/white glove company for service. The same view is used so the site techs know which devices to send to our main office for pickup by the repair company. Another rule also transfers those devices to their “location” so that all their team can view the devices they should have there and view the corresponding tickets as a backup. We have monthly pickups for repairs set up during the school year, then a large pickup before school starts again to sweep any that were found over the summer.

We have carts that remain on site for summer school, so we do not have to do any quick maneuvers to have that ready for the students. Our repair/white glove company will clean and re-label devices for us as needed. The site techs have built in custom views that I’ve shared with them for all of the different statuses/model tracking. I have recently added the No Access - Has device view to their repertoire as well. I have been trying to give them all the tools they need to make the whole process easier since some of our middle schools can have up to 700-900 kids and they are the only technician. Typically they will take the custom view I make for the group and then filter it down to their specific sites. 

With over 50 locations and 34,000 Chromebooks we have a vendor partner perform the end of year collections at our schools.  Our vendor checks and cleans the Chromebooks for summer storage.  Its a school decision on if they allow the Chromebooks go home or not over the summer.  We have Verification Views and Reports to verify our numbers to ensure we are getting all the Chromebooks back.  

At the end of the year and based on the reports we’ve created a custom application to track missing and stolen devices.  At a very high level schools search's for the device by serial number or student which is being pulled via IIQ API.  The API updates the status in IIQ to Missing, the custom application generates a Parent Letter.  The school Prints the letter and sends it via post office mail and clicks on button inside of the app when they mailed the letter.  A ticket is generated in IIQ to disable the device.  In 7 days if it hasn’t been returned then the app updates the status in IIQ via API to “Reported to PD”.  Our police department is then notified where they Print out an official letter and send to the parents.  They click the button when they send the letter and in 7 more days if not returned then our application updates the status to “Stolen” and then PD fills out a police report so the device gets reported in the GCIC-NCIC national database.  PD attaches the PDF inside of the app so everyone can see it.  Once marked “Stolen” we also automatically create a “Fee” for the device inside of our SIS system and notify the Parents that the Fee has been applied.  **Since IIQ doesn’t have an API for Fees yet, we can’t create a fee in IIQ at this time). At anytime inside of the app our Inventory Managers or PD can mark the device as recovered which updates the status back to “In Service”. There's lots of other things our custom app does with all the notifications and different scenarios but I’m trying to keep it at a very high level as this entire process could be a post on its on.

We are trying our best to come up with creative solutions to assist us with Asset Inventory and while we’ve made good progress, we still have a good ways to go.

This is our first year with IIQ and our first year of 1:1.  With about 12,500 students.  One filter we discovered in no small part to one of my librarians was a way to filter devices still out for repair.  

I have setup views and the media specialists at each site can manipulate the views to gather which students they need to get a device from.  In order to filter that list to exclude devices out for repair apply the filter:
 

• Asset Attribute (this will list those with tickets). 
• Check the box to exclude this filter in order to only see devices in hands of students. 
  
  We also filter by Role = Active
  
  Hope this helps someone. 

Our school system is larger, however at one of our Middle school locations (aprox. 900+ students) we have this general process:

1. Teachers haver their Homeroom class look over Chromebooks for damages and missing asset tags. Tickets are then placed for any repairs. Students are encouraged to wipe down and remove stickers/personal items (USBs for wireless mice/headphones.)
2. The classroom Chromebook cart is brought to a central location (Media Center). Those Chromebooks with damages are pulled and the MC parapro and Technology parapro are able to do a second scan and sort Chromebooks by grade / last name. The cart is given back to the teacher for cleaning and sorting. 
3. Chromebooks are sorted by grade level and last name. We do a Batch check in in IIQ. This allows us to be able to sort the Chromebook carts the following year as the students will change homerooms or leave/arrive to the school system.
4. CB Carts stay with the homeroom teacher (some are a little cleaner than others) so they will get the same cart back the following year. Carts will be re-assigned only as former staff leave and new staff arriver.
5. We run an inventory report to verify all Chromebooks are turned in. We usually do not have too many issues with missing Chromebooks as we require that students keep the CB’s at the school starting at Spring Break for update/testing reasons. We also start the collections process the last week of school with a grade level each day to ensure that if there are any missing Chromebooks we have a few days to collect them.