Guide Overview

The following document is designed to give administrators an overview of the following Spare Pool Management App topics:

  • Creating and managing spare groups and pools
  • Setting up basic spare groups
  • Accessing spare usage data

Not what you were looking for? Perhaps this other guide will help:

 

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.

  1. Accessing Spare Pool Management
  2. Spare Pool Permissions
  3. Creating a Spare Group
  4. Adding Spare Pools
  5. Managing Assets in Spare Pools
  6. Suggested Spare Group Setups

 

Accessing Spare Pool Management

The Spare Pool Management App provides districts with a way to create spare pools for use during prolonged system repairs. This enables agents to quickly and easily assign out loaner devices on tickets and automatically document when this spare was issued out as well as when it is returned to district control.

To access the Spare Pool Management, begin by selecting Assets > Spare Pools > Dashboard or Manage from the left navigation bar.

Spare_Pool_Options.png

Clicking on the Dashboard option will take you directly to the Spare Pool Dashboard page. From here, you can access utilization statistics for individual pools, as well as data on the most utilized, overstocked, as well as any pools with higher than normal utilization.

Spare_Pool_Data.png

Clicking on the Manage button will take you directly to the Spare Pool Management page. From here, you can manage your spare groups, pools, and assets.

Locally_Managed_Assets.png

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Spare Pool Permissions

Alongside the spare pool functionality, this app also introduces two new permission selections. This allows administrators the ability to set which users can manage spare pools as well as which users can issue spares on tickets. As with all permissions, you can set these on a case by case basis or in bulk through a custom site policy.

Spare_Pool_Permissions.png

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Creating a Spare Group

A spare group is a set of one or more spare pools. You should generally design your spare groups around very broad filter settings such as a model or model category.

To add a new spare group from the Spare Pool Management page, begin by clicking on Add New Spare Group on the left side of the page.

Adding_Spare_Group_1.png

From here, you will need to enter a name for your spare group.

Adding_Spare_Group_2.png

Next you will need to identify what tickets you want the spares in your spare group to appear on. This is done by adding filters using the Add Filter button on the right side of the page.

Adding_Spare_Group_3.png

Once you've entered a name for your spare group and added your ticket filters click Save.

Adding_Spare_Group_5.png

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Adding Spare Pools

Spare pools are designed to give districts another level of potential specificity when setting up a Spare Groups. For instance, when you setup a Spare Group, you may want to specific what units are available at a location if the group was created with multiple locations in mind.

Please note that, regardless of whether you would like to add additional filters, you will need to setup at least one pool to use the spare feature in tickets. To add a new spare pool to any Spare Group, begin by clicking on Add New Spare Pool on the left side of the page.

Add_Spare_Pool_1.png

From here, you will need to enter a name for your spare pool.

Add_Spare_Pool_2.png

Next, you will need to  Although not necessary, you can add additional filters to your spare pool at this time as well. To do so, click the Add Filter button on the right side of the spare pool.

Add_Spare_Pool_3.png

Once you've entered a name for your spare pool and added your ticket filters click Save.

Add_Spare_Pool_4.png

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Managing Assets in Spare Pools

You can manage assets assigned to your spare pools from the Spare Pool Management page. Clicking on any option in the Spare Pool section will open the list of current devices in that pool.

Managing_Spare_Assets_1.png

Selecting one or more assets in any pool will bring up the bulk Assign/Unassign Spare Pool for you to click on.

Managing_Spare_Assets_2.png

In the pop-up window, you can now either choose a new pool to move the asset to, or remove it as a spare asset entirely.

Managing_Spare_Assets_3.png

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Suggested Spare Group Setups

The following section will detail a couple of common Spare Group types. The core setup of a Spare Group will generally follow one of two basic structures: locally managed or centrally managed. This is by no means the only setups, but most groups will end up being a variation of one or the other.

 

 Creating Locally Managed Spare Group(s)

For some districts, spare assets are set aside for each location with the intent that the onsite technicians will manage their pool of assets locally. In these cases, the suggested filter settings for your group would be structured something like this:

  • Spare Group - Add the asset filter Model Category: [Category] or Model: [Specific Model]
    • Spare Pool #1: Select the location when creating the spare pool and add the location filter Location: [Location #1]
      • Assign out specific assets for Location #1 to this spare pool.
    • Spare Pool #2: Select the location when creating the spare pool and add the location filter Location: [Location #2]
      • Assign out specific assets for Location #2 to this spare pool.
    • Repeat this setup until all locations are accounted for.

Locally_Managed_Assets.png

 

 Creating Centrally Managed Spare Group(s)

For some districts, spare assets are created with the intent to have the entire spare pool managed from a single centralized location (like the central office or technology department). In these cases, the suggested filter settings for your group would be structured something like this:

  • Spare Group - Add the asset filter Model Category: [Category] or Model: [Specific Model]
    • Spare Pool: Select the [central location] when creating the spare.
      • Assign out specific assets for [central location] to this spare pool.

Centrally_Managed_Assets.png

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