What are some ways that you use IIQ to do an EOY inventory? I have set up policies in Audit Manager to verify student Chromebooks and laptops etc. but what else can I do?
+18Do y’all have any advice to give
What are some ways that you use IIQ to do an EOY inventory? I have set up policies in Audit Manager to verify student Chromebooks and laptops etc. but what else can I do?
Thats a good question. I am still trying to figure that out. Our district currently collects all 12th grade, 8th grade, and 2nd grade devices, due to receiving a different device. When we collect devices we also file claims for missing/ damaged issues. In the past we have always used a Google Form to collect data. I have tried playing with iiQ to see if I can make it work the way my intentions are but am unsuccessful.
My current plan as of now is to use a Google Form to collect all the data for claim information, which will also use iiQ API to update checked in devices. Our software team was able to test it and get it working.
So in theory we scan the user and barcode of device in google form along with marking missing and damaged goods. On submission the form will use iiQ API to update the checked out user to unassigned. The form will also have everything we need to mass upload into our claim system.
Hope this helps!
+9Currently, we allow all 5th-12th graders to keep the devices year round. That asset is assigned to them for 4 year, unless it needs replaced for some reason. We let our seniors take the device when they graduate, and have a day near the end of the school year that our 8th graders trade devices for a new 9th grade device. Our elementary devices stay in the carts in the rooms.
Sorry I can’t be much help on this.
+3We weren’t set-up to use IIQ fully before collection last year, but this year we plan on using batch check-in during each collection day and have custom views in assets for each grade level that shows which assets are still checked out to students. We utilize storage tracking to keep devices organized throughout the summer and to make it easier for checkout in August.
Unfortunately we’re still in our rollout phase of iiQ, so we haven’t hit a point where we’d do an EOY inventory using iiQ, however even in our previous system we’d encourage year-round management of inventory to avoid a mass cleanup. Since we’re a larger 1:1 district a mass cleanup can be a nightmare for us. Here’s a few things we do year-round…
We have a custom view in iiQ for asset/owner location mismatch that our schools can periodically check to make sure their devices didn’t run off with students who leave the district or transfer to other schools.
For Chromebooks, we check on a schedule for anything that hasn’t been used in x number of days - if it’s beyond that number, we change the status to “Missing” and disable it.
We use custom statuses in iiQ (though we’re still in our early stages of it) to expand on the retired devices more. For example, if it comes into our department for repair, and we determine that it isn’t economical to repair (repair cost exceeds value, parts not available, etc) we’re retire the device in iiQ as “Condemned”.
One thing we do at the end of the year to assist with cleanup is send our schools a list of devices that have reached or exceeded their end-of-life date (typically about 4 or 5 years from the device’s purchase date, this can be a custom field to use in a view). Once we collect them from the schools, we’d retire them in iiQ as “Obsolete”. Anything past EOL that was not collected will be disabled as “Missing” until it surfaces and we can properly retire it.
Since we encourage our schools to regularly monitor their device inventory throughout the year, we do provide assistance from an IT perspective and have created ticket issues to assist. So they can easily notify us via ticket for anything inventory related: if a device is missing or was stolen, if it was previously missing but has been located/returned, or if they have new devices that aren’t showing in their location’s inventory yet, etc… those tickets get routed to our “Inventory” team (mostly a handful of folks from our helpdesk) that have the necessary permissions to correct those things for them.
Hopefully this gives you some ideas :)
+5We have two different audits. One is a Chromebook audit that essentially just confirms that the last user in a certain date range is the owner of the device in IIQ. This allows us to somewhat “audit” the students devices. We don’t collect any devices so it would be hard and impossible to manually verify students.
For staff, that Chromebook audit mentioned above applies too since 95% of our staff members use a Chromebook. But we do have some staff on Mac or Windows devices and we just try to do a manual verification on those at least once a year at the beginning. We just ask them to stop by our tech office before school starts and verify it then.
For other assets, we verify the asset when it’s first entered into iiQ. We have a manual audit setup in the Audit Manager that we are going to do every year in the summer when things are slower. Here we will physically go around and verify assets are where they are supposed to be. Ideally we should get to a point where if we move it from one room to another, we verify it and then shouldn’t have to do a big audit every summer, but it’s a new process for us and it will take some training.
Nikole Burke
This is our first year doing EOY with IIQ. We don’t have enough staff to do an physical EOY inventory - but we’re supposed to do a third of our 67 campuses every year. So instead, we export the devices for those campuses divided into owned (end user) assets and building assets. Apple devices are at the elementary level. Chromebooks are the student devices for secondary. And, windows devices are used by central staff and secondary staff.
At the elementary schools, the Tech Assistant’s check the building assets. For secondary, the principals task out the job. The owned devices go into a district communications portal for users to review. Staff can verify their items, add a device, or mark a device as not used by them with a reason why they no longer have it. The caveat is some staff don’t bother to respond. Revised lists with the non-responders go to principals making more work all around as they end up hunting them down.
While we can use verification for Chromebooks, the verification for SCCM and windows machines is assigning the IIQ primary user as the AD account not the email address (and IIQ login) hence it never matches anyone up. We had a ticket to fix the script and at one point it was assigning based on our SCCM user affinity policy. But it looks like it may have been updated or overwritten. I haven’t had time to check the details. The JAMF integration doesn’t truly have a last login date, so an audit policy for those doesn’t help there. With 41 elementary campuses all running Apple, we’d love to have suggestions on how you all do EOY inventory in an automated fashion.
For the staff who did respond on the portal, I have an import file with the “verified” date but don’t see a field that I can use on the import to map to. I tried “Last Inventory Date” but that field isn’t displayed/updated in the asset record after the import.
Sorry I have more questions than solutions! Any tips and suggestions are appreciated!
Do any of you have non-agents in the district that can access & edit fee management in IIQ? How do you set up permissions for this? Or do you all use something in your SIS system for IT fees & billing?
+2I would love an option for the Jamf School Devices sync to Be able to set a device status once a device is removed from Jamf School, like the google devices app has for deleted / deprovisioned devices.
+18
Kathryn Carter - Community Moderator /// Did you ask a question? Don't forget to mark the correct answer!
Enter your E-mail address. We'll send you an e-mail with instructions to reset your password.
