Asset Services: Tracking University Property for Home Use

With the majority of the campus working from home during the COVID-19 Shelter in Place, Asset Services has created a simple Google Survey to track the University property that is being used by our staff and faculty at home. In addition to using the Property Check Out Policy/Authorization form, departments can follow the instructions below to save their own versions of the equipment survey to help keep track of who has what equipment.

1)  Click on Telecommuter Equipment Survey folder in Google Drive.

2)  Right-click on the “Telecommuter Equipment – *Enter Department Name*” file and create a copy which should automatically save in your My Drive.

3)  Go to My Drive, locate the file and right-click on it to rename it by removing “Copy of” and adding your department name to replace this text… *Enter Department Name*.

4)  Double-click to open the file. In the first line of text under the title, add your contact information for department-related questions.

5)  To protect the original document, the existing questions/fields cannot be changed; however, new questions can be added anywhere in the form.

6)  Next, to know when respondents submit their surveys, click on “Responses,” then the 3 vertical dots next the green Google Sheets icon and select “Get email notifications for new responses.”

7)  Click Send.
a. Enter individual email addresses or if you have a distribution list, enter that name.
b. Add a personalized message if desired. Check “Include form in email” to save time for your respondents.
c. Click Send.

8)  When responses come in, return to the survey and click on Responses.

9)  Click on the Google Sheets icon to create a spreadsheet of the collected data. The default file name will be your survey name with “(Responses)” added to the end, hit save. The spreadsheet will be located in your Google drive. Format spreadsheet as desired.

10)  As new responses come in, repeat steps 7 and 8.

If you have any issues or questions about how to use the survey or access your Google Drive, please contact Sonja Bowsky, the Distribution and Asset Services Manager, at 408.924.1592 or sonja.bowsky@sjsu.edu and she will be happy to assist.

 

 

 

 

Inventory of University Equipment

The one-time inventory and retagging of university equipment by AssetWorks, Inc. (see message from the Vice President of Administration & Finance below) has been completed.  We wish to thank all of you for your cooperation and patience in dealing with the inevitable disruption caused by a project of this magnitude.

AssetWorks is currently analyzing the results of the inventory and will produce a report next week of equipment listed in our Asset Management system that they did not find and vice versa.  After we receive that report, we will follow up with the appropriate custodian departments to locate missing equipment or record its disposition.
If you have any questions, please contact Ruben Araiza, Property Coordinator in Accounting Services at 4-1595 or ruben.araiza@sjsu.edu .  Thank you again for your cooperation.

VPA&F’s message:

SJSU has contracted with AssetWorks, Inc. to inventory all university equipment, and to re-tag the equipment using Radio Frequency Identification (RFID) tags. (RFID tags can be scanned from a distance, which means the inventory can be performed faster.)

AssetWorks is scheduled to conduct the physical inventory from March 26  through April 13. During this three-week period we ask each department on the main and south campuses to have someone available who can help AssetWorks personnel locate the equipment. We are not able to give you a specific time during which your department will be inventoried, but we will try to give you as much advance notice as possible.