kis kindergarten integrated platform start-up guide for...

_______________________________________________________________________________________________ Copyright © 2015 BroadLearning Education (Asia) Ltd.

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KIS Kindergarten Integrated Platform

Start-up Guide for eInventory (Asset Management)

Before you start using eInventory (Asset Management) system, please read and follow the

instructions as below:

Basic Settings︰

Assign eInventory Administrator

Set up School Buildings, Location & Sub-Location (i.e. Floors & Rooms)

Set up items' Category & Sub-Category (i.e. Computer equipment [Category]

> PC, Laptop, Printer, [Sub-category])

Set up Resource management group, add user as group „Leader‟ or

„Members‟ (for stocktake related group's items)

Set up Funding Source

Set up Write-off reason

Set up system properties (Group Leader‟s authority, warranty expiry reminder,

stocktake period, barcode format)

Daily Use︰

Add item records (Import items)

Update items' status

Perform stocktake

Handle write-off item

http://ip25-training.eclass.com.hk/home/eAdmin/GeneralMgmt/payment/settings/account/


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A) Basic Settings

Step 1：Set up Module Administrator (By eClass administrator)

1. eClass Intranet > School settings > Role

2. Add Role identity

Click (add Role) at the right hand side of the table.

Enter the role name, after that click "Done" .

Click into the role name to add the member list & assign the module administration

to the role member.


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3. Add Role Member List

eClass Intranet > School settings > Role > Name of Role > Member List

Click "New" to add the member to this Role.

Select particular user, press ">" to "User(s) Selected" list.

Click "Add" to add the selected member.

Members have been added to the list successfully.


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4. Assign Module Administration to Role

eClass Intranet > School settings > Role > Name of Role > Module Administration

Check the module(s) to assign administration to the Role member.

Click "Save" to apply.

***Settings will be effective after login again***

The related colleagues will become eInventory Administrator to manage eInventory.


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Step 2：Set up item's Location (By eClass administrator)

1. eClass Intranet > School settings

2. Go to Campus

3. Add School Locations

Building：i.e. Main Building, New Wings Building, Run Run Shaw Building

Location：i.e. 1/F, 2/F

Sub-location：i.e. Room 101, Room 102

4. Press [+] to enter building code, barcode and name, then click "add". If more

buildings need to add, press [+] again.


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5. Press[Spanner] in the building's location (Floor)

Click [+] to add new location.

6. Press [+] in Sub-location, fill in the fields and Click "Submit".


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7. Location setting complete. You may edit the information if need.

Button Function

Add information

Maintain information

Edit information

Move the data field

Expand the data layer

Collapse the data layer


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[eInventory (Asset management) Admin can perform the following settings]

Step 3：Set up item's Categories and Sub-Categories

1. eClass Intranet > eInventory >Settings

2. Choose "Category"

3. Press "New" / "Import"

- New︰Enter item category code, category chinese and english name, display

order, upload photo or not and status, then press "Submit".

- Import#︰Download template, enter mandatory fields (mark with "*"), after that

upload the file which save in Unicode format. (#Please refer to (Tips [About importing

the files] )in last page)


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4. After setup the category, press numbering to "New" / "Import" the sub-category.

- New︰Enter item category code, sub-category

chinese & english name, display order, whether the

item need to fill-in license, warranty and serial number,

upload photo or not and status, then press "Submit".

- Import#︰Download template, enter mandatory fields (mark with "*"), after that




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Step 4：Set up item's Resources Management Group, Group Leader# and Members

1. Choose "Resource Management Groups"


- New︰Enter Group Code, group chinese & english name, display order,

whether import members from Group, and then press "Submit".

- Import︰Select "Resource Management Group", download template, enter

mandatory fields (mark with "*"), after that upload the file which save in Unicode

format. (#Please refer to (Tips [About importing the files] )in last page)


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3. After create resource management group, press the group name to set the resource

management group list.

- New︰Select the user and role, press "submit".

- Import︰Select "Member", download template, enter mandatory fields (mark with

"*"), after that upload the file which save in Unicode format. (#Please refer to (Tips

[About importing the files] )in last page)

*Group Leader can add items and become a variance manager for handle variance

after stocktake.

Step 5：Set up funding source

1. Choose "Funding Source"


- New︰Enter funding code, funding chinese & english name, select funding

type(school/government) and display order, then press "submit".

- Import︰download template, enter mandatory fields (mark with "*"), after that



[# Note︰Funding Type should be enter in English "school" / "government"]

Step 6：Set up write-off Reason

1. Choose "Write-off Reason "

2. Press "New", enter write-off reason chinese & english name and display order, then

press "submit".

Step 7：Set up system properties

1. Choose "System Properties"

2. Set up group leader's authority.(leader can add items / approve write-off items or not)

3. Set up stocktake period, warranty expiry reminder, barcode maximum length and

format, press "submit".


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B) Daily Use︰

Add item records

Asset items are classified in to Single Items and Bulk Items.

Please classify school's asset into these two item type before add item records .

Import Single Items and Bulk Items with unicode file format according different templates.

*Suggested chairs/tables are classify into bulk items.

New / Import items [eIventory Administrator / Resource management group-Leader ]

1. Go to Management > Inventory.

There are two methods for add item records: 1) "New" and 2) "Import"


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Add Single Item

Method 1："New" Single items

Step 1： Enter basic item information

1. Select an item type(single item), item category & sub-category.

2. Fill in the necessary item details. Fields with asterisks(*) are mandatory.

(Purchased date is suggest to input)

3. Press "Next" to continue enter details for individual items.


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Step 2： Enter details for individual items

1. Assign item code, barcode, location, resource management group.

You can press "Generate Item Code" & "Generate Barcode" to have the system

generate a unique numbering for the item.

2. Press "Submit" to add an item.

* Note: Please go to Settings > System Properties > select "Yes" in "Allow Group Leader Add

Items", if you wants resource management group leader can add item records.

Barcode format setting for School :(suggestion)

1) Use school original barcode

2) Same with "item code"

3) Generated by system


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Method 2："Import" Single items(#Please refer to (Tips [About importing the files] )in last page)

1. Press "Import" and select item type be "Single items" to download template.

2. Fill-in the item information into the fields(* represents mandatory field), save file

format in Unicode.

3. Select action type be "Insert", upload the unicode file.


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Add Bulk Item

Method 1："New" Bulk items

Step 1： Enter basic item information

1. Select an item type(bulk item), item category & sub-category.

2. Fill in the necessary item details. Fields with asterisks(*) are mandatory.

(Purchased date is suggest to input)

3. Press "Next" to continue enter details for individual items.

# Variance Manager︰selected Group Leader can

handle variance after stocktake, suggest "Variance

Manager" is the same with "Resource Management

Group".


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Step 2： Enter details for individual items

1. Assign item code, barcode, location, resource management group and funding

source.

You can press "Generate Item Code" & "Generate Barcode" to have the system

generate a unique numbering for the item.

2. Press "Submit" to add an item.

* Note: Please go to Settings > System Properties > select "Yes" in "Allow Group Leader Add

Items", if you wants resource management group leader can add item records.


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Method 2："Import" Bulk items(#Please refer to (Tips [About importing the files] )in last page)

1. Press "Import" and select item type be "Bulk Items " to download template.

2. Fill-in the item information into the fields(* represents mandatory field), save file

format in Unicode.

3. Select action type be "Insert", upload the unicode file.


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Update items' status

1. Go to eClass Intranet > eInventory > Management > Inventory.

2. Select the item you want to update and press "Update Status".

3. Go to different tab to perform "Update Item Status", "Update Item Location" and

"Request write-off" for the selected item.

Perform Stocktake

Step 1：Define Stocktake Period [Set by eInventory (Asset management) Admin]

1. Go to eClass Intranet > eInventory > Settings > System Properties

2. Choose the period start date and end date from the calendar icons respectively.

3. Press "Update".

Step 2：Perform Stocktake

1. Go to eClass Intranet > eInventory > Management > Stocktake

2. Select a sub-location from the Location drop down menu.

3. Press "Next".

4. The Stocktake List showing all the registered single and bulk items appears.

- Single item: Use Bar-code Reader to scan the barcode or mark the item under

"Found" manually.

- Bulk item: Enter the stocktake quantity number

5. Press "Next", optionally fill in stocktake remarks for items.

Handle Stocktake Variance [Only for eInventory (Asset management) Admin

and Resource Management Group Leader]

# Handling can only be conducted after stocktake period

1. Go to eClass Intranet >

eInventory > Management >

Stocktake Variance Handling

2. System displays stocktake

variances by locations.

3. Press the Item Name of a single

or bulk item.

4. System displays the selected

item's variance records together

with user interface elements for

handling the variances. Choose

the action suits your situation:

Move to original location,

Reassign to new location or Request write-off.


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Handle write-off item

1. Go to eClass Intranet > eInventory > Management > Write-off Approval

2. Select a record to approve/reject.

3. Press the Approve/Reject button.

C) Report

1. Go to eInventory > Report.

2. Reports can be print out or export data as csv file.

Item Content

1. Stocktake Select date range, shows item's information and last

stocktake condition.

2. Stocktake Progress Select date range and location/ resource management group,

show current stocktake progress.

3. Item Status According to location/ item type/ resource management group/

category to show item conditions (normal, damaged, repairing)

4. Written-off Items Select date range to shows what items have been written off.

5. Warranty Expiry Shows items whose warranty period is going to expire in the

number of days set in Settings > Others > Warranty reminder.

6. Fixed Assets Register

A summary of all asset items possessed by the school

according select purchase date range and display item

column(s).

7. Deletion Log Select date range to view the item deletion log in inventory.

8. Fixed Assets stocktake

List

Select location and resource management group to show the

stocktake item list by locations.


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Tips: [About importing the files]

All the import function in the eClass system contain sample files for downloading.

Do not edit the information in the first column, so as not to affect the system to

identify.

eClass system uses the format of “Tab Separator” identify the information.

Therefore, all imported files must be saved as Unicode Word format; However,

inconvenience to your future editing, we suggest you add “.csv” behind the file

name.

Download sample files and fill in the user information. Attention: you are not

required to fill in the information of all users Login account, password, English names and Chinese names must be filled in. You may leave the remaining columns blank, but the column titles must be

kept.

Save the imported file as Unicode Word file, but the file name has to be kept as

“XXX.csv” (refer to the below figure)

Upload the selected photos > Submit

Should you have any problems, please call eClass Customer Services Department at

3913 3122 or mail to [email protected] for enquires.

[email protected] for enquires.

mailto:[email protected]

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