The following guide is designed to give district administrators an overview of the following topics:
- Creating and managing audit policies
- Setting audit schedules
- Manual and automatic device verification
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.
- Managing Audit Policies
- Setting up a New Policy
- Adding Schedules to Audit Policies
- Working with Audit Data
- Auditing Methods: Manual and Automatic Verifications
Managing Audit Policies
The Audit Manager is available to all districts that have purchased iiQ Assets. This feature allows you to set up and manage any number of policies to formalize the audit process. Utilizing filters, these audits can be as broad or as narrow as needed. In addition, each audit policy operates independently of one another, allowing your district to run multiple audits at once.
Audits also include powerful reporting tools. This includes new fields for pulling audit reports from the system as well as visual statistics breaking down the current overall verification status of all the devices covered under an audit policy.
Administrators and agents can access the Audit Manager by selecting Assets > Audit Manager on the left navigation bar.
Setting up a New Policy
To add a new audit policy, begin by clicking on the New Audit Policy button near the top right of the Audit Policies page.
This will open the New Audit Policy pop-up window. From here, you will need to select from one of the following five types of audit policy templates to continue:
- Student Devices Policy: This option creates a policy with an audit schedule that automatically filters out devices not assigned to a user with the role of Student.
- Non-Mobile Classroom Devices: This option creates a policy with an audit schedule that automatically filters out devices in the laptop/notebook and Chromebook model categories.
- Funding Source Policy: This option creates a policy with an audit schedule that automatically filters out devices not belonging to a selected funding source.
- Teacher Devices Policy: This option creates a policy with an audit schedule that automatically filters out devices not assigned to a user with the role of Faculty or Staff.
- Custom Policy: This option creates a policy with no premade audit schedule already applied.
Once you select the type of policy you want to use you will then be directed to the Policy Details page.
The Audit Policy Details section will allow you to replace the default policy Name and Policy Description. You can also toggle this policy on or off if needed.
Toward the bottom of the page, you can access the current audit schedule attached to the policy to Edit, Copy, or Delete it.
You can also add an additional schedule to your policy by clicking on Add Audit Schedule.
Adding Schedules to Audit Policies
If you need to add a new audit schedule to any Audit Policy you can do so by clicking on the Add Audit Schedule button at the bottom of the Policy Details page.
This will open a scheduling pop-up window with filters based on the chosen template of the audit policy.
If you would like to edit the default policy name you can do so near the top of this window. Additionally, you can select whether this audit schedule involves manual verifications by agents, an automated process through an asset management integration, or a combination of both.
In the schedule section you can set the following fields:
- A starting date for the schedule
- Select a date for the audit to automatically repeat
- Note: You can also set up additional audits using the Multiple times? option. This allows you to automatically space out audits by simply selecting how often they should occur during the repeat period. For instance, if you select for the audit to repeat every year and set it to four times using the Multiple times? option, the system will automatically initiate an audit every three months.
- Set how long the audit is to last before assets covered under the audit fail their verifications
And finally, if you need to edit, add, or remove filters on the schedule you can do so in the Applies to section at the bottom of the window. Remember to click on Save Audit Schedule after making any schedule changes.
If needed, you can create another audit schedule for your policy by clicking on the Add Audit Schedule button at the bottom of the page. Additionally, once an audit schedule has been created you can always go back to edit, copy, or delete this policy using the options on the right of the schedule in the Available Tools section.
Working with Audit Data
While in any policy, you can click on the Statistics tab to access visual reports on the current data related to the verification status of assets covered under the selected policy.
You can also view the current policy coverage of assets directly from any standard asset view.
Auditing Methods: Manual and Automatic Verifications
Incident IQ supports verifying assets in one of two ways. The most basic method is manual verifications performed by agents and select requestors through the My Classes feature or even while agents are working tickets. The second method is to leverage system login data to automatically verify assets as users utilize their assigned devices. The following subsections are designed to give you an overview of the various methods available to districts when utilizing the Incident IQ Audit Manager.
Asset Verifications in the Web App
You can verify any asset in the web product directly from their asset details page by navigating to the Verifications/Audits tab and clicking on the Add Verification button.
From here, you can review and confirm the current asset information. If any changes need to be made to the owner, location, or room fields you can do so while verifying an asset by checking the Update Information option.
At this point, you can either confirm or fail the asset verification. Please note that success or fail verifications are immediately noted for any audit the asset is currently covered under.
Alternatively, you can also use the bulk asset options to verify multiple assets at once from any asset view.
Asset Verifications in Incident IQ Mobile
You can also perform asset verifications using the Incident IQ mobile app. You can quickly look up any asset by clicking on the magnifying glass on the top right of the app.
This will bring you to the search window. From here, you can enter the device's asset tag or serial number.
If the device exists, this will bring up the rapid scan options. You can click on the Verify option to complete the verification process.
Verifying Assets through My Classes
Districts have the option to allow classroom teachers to verify assets through the use of the My Classes feature.
Teachers can always verify the assets of students in their homeroom, though districts can allow teachers the option to verify assets for students in all their classes as well.
Once a class has been selected, the teacher can begin verifying assets by clicking on Verify Assets near the top of the class page.
This will bring up the Verify Student Assets section. The location of the asset verification will default to the class location. If needed, a room number can be manually selected as well.
At this point, a teacher can begin verifying assets by entering in the asset tag or the serial number of a device. If available, this process does support the use of a barcode scanner.
Alternatively, teachers can scan devices through the use of a web camera by toggling the Use web camera option as well.
Verifying Assets while Working Tickets
Districts can enforce asset verifications when agents work tickets by enabling the Require Assets to be Confirmed option in the Site Options page.
When this site option is enabled, asset verification becomes a required step when agents are working a ticket. Clicking on this step opens the manual verification window, allowing an agent to quickly verify the asset before simply going back to working the ticket.
Automated Asset Verifications
You are not limited to manual asset verifications to complete an audit in the system. Some asset management integrations support the ability to automate the verification process through the use of confirmed user logins.
This allows districts to forgo the need of having to send people into the field to manually verify assets, saving you both time and effort when this method is available. If you have an audit schedule set to automatically verify assets in an audit policy, Incident IQ will identify which asset management integrations support this functionality on the Policy Details tab.
You can use the following links to refer to help documentation for any Incident IQ asset management integration that supports this feature:
Important Note: When setting up automatic asset verifications schedule in an app, it is always recommended that the automatic verification method end before the end of the audit period set in the audit schedule to prevent audit overlaps.