Managing a district-wide asset inventory

If you're a district assets manager, you can begin an inventory for the entire district, a specific site type, or an individual site. You can then monitor its progress, and generate lists of the items included.

Once you start the inventory, the open inventory appears at each included site. The site can then select it from their Asset Inventory list, account for the included items, and click when they are done.

During the inventory, you can monitor each site's inventory: Its status (In Progress or Finished); the numbers of accounted-for and unaccounted-for items; and the percentage of the inventory completed.

After all of the sites have indicated that they are finished, you can finalize the inventory.

How do I start it?

How do I monitor the progress?

How do I re-open an inventory?

How do I finalize an inventory?

Monitoring the progress

Open Inventory in the Back Office.

You can monitor the progress of each site's activity: the numbers of accounted-for and unaccounted-for items, and the percentage of the inventory completed.

• To view a list of all your district-wide inventories, click View In-Progress & Completed Inventories.
  To sort the list, click any column heading to sort by that column in descending order (). Click the column heading again to sort the information in ascending order ().
  Then click for the details for a particular inventory.
• To view the details of one particular inventory, select the inventory in the Asset Inventory list, and then click % Complete.

On the Progress Details page that opens, you can view the status and numbers of items inventoried. You can also generate lists of the items by clicking .

To review the selections made when starting the inventory, click View Selections in the lower left corner of the main Inventory page.

(back to the top)

Re-opening an inventory

Once a site has finished their inventory, a button appears adjacent to the site on the Progress Details page.
Once all sites have finished, a button appears on the main Inventory page.

If you determine that a site hasn't accounted for all its items, or if a site finished it prematurely, you can re-open the inventory by clicking on the Progress Details page. Reviving an inventory allows the site to continue accounting for its items; it does not reset any accounted-for or Lost items back to unaccounted-for.

Note:
The % Completed may not display 100% for a site when they have finished. If the site failed to locate all items or mark them Lost, the percentage will be less than 100.

(back to the top)

Finalizing an inventory

After you're satisfied that the included sites have completed their inventories, you'll click to close the inventory.

If there are any unaccounted-for items, a message appears, giving you the option to mark them Lost or not:

• Select Mark all unaccounted for items "lost" if you are sure that the sites cannot find the remaining Unaccounted-for items. When you select Mark all… on the message, Destiny changes their Status to Lost and adds them to the Lost Items list, and they become Accounted-for.
• When you select Ignore them (don't mark them "lost"), Destiny does not change their Status. The Unaccounted-for items remain Unaccounted-for. Their Status remains as it was: Available; In Use; No Longer in Use; Available for Parts; or Approved for Disposal.

Once you finalize an inventory, you can generate Detail and Summary reports for it.

(back to the top)