Online Inventory System
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2014 SMT/TCS Training - Dallas
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Online Inventory System
● GraceWorkz, LLC online inventory system
vendor
● Asset Management System for AARP
owned and donated equipment

Computers

Printers

Projectors
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2014 SMT/TCS Training - Dallas
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Online Inventory System
Requirements
● Ease of Use
● Upload of current inventory data
● Validate the assets for which
Volunteers are responsible
● Make any necessary changes to asset
location and status
● Add new assets that have been
acquired locally
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2014 SMT/TCS Training - Dallas
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Online Inventory System
Requirements (cont’d)
● Modified data to be displayed
restricted to Split state or district as a
function of user sign in
● Controlled data entry forms
● Approval process for changes, deletion
or additions
● Reporting Capabilities
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Online Inventory System Status
● Completed
 Requirements
Development and
Documentation
 System
design and creation
 Prototype
Design Testing (NTC)
 Prototype
Design Review (NLT)
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2014 SMT/TCS Training - Dallas
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Online Inventory System
Functionality Overview
● Search
● Edit and Change records
● Create New Record
● Review and Approve Changes
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Online Inventory System
Functionality Overview (cont’d)
● Help function
● Five additional special information
fields for split-state/local use
● Reporting
● Direct access from Volunteer Portal
● Printer, Projector, other asset
management and reporting
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Access to Online Inventory
System
● Three levels of access


Level 1 Admin (National Office, NTC
members) Super User
Level 2 (TCS and one backup)
 For split state only will be able to view,
edit, modify existing data records,
create new asset records, delete
existing records , and approve all
changes, creation or deletion of asset
records.
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Access to Online Inventory
System (cont’d)
Level 3 (DC)
For split State only will be able to
view, edit, modify existing data
records, create new asset records,
delete existing records . All changes,
creation or deletion of asset records
will need to be approved by Level 2.
 Level 4 (RC) Read Only
*System Demonstration*

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Online Inventory System – Next
Steps
● Beta Test to begin in September
TCS invitation only from NTC
 Beta testers will do complete
inventory cycle using the online
system


Beta test ends May 30, 2015
● Planned Production September 2015
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2014 SMT/TCS Training - Dallas
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Online Inventory System
Questions????????
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2014 SMT/TCS Training - Dallas
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