All district sites that have access to a terminal can browse their assets on the Fixed Assets Master File. If the site does not have a "User Instructions" handout, please contact the Property Control Department for a copy. The Online Property Control System will help the site maintain accurate and current information on its property records.

A. Initial Sign-on Procedure

1. Type SDHC to proceed to the SDHC sign-on screen.
    
2. On the SDHC sign-on screen, type your USERID and PASSWORD in the spaces provided.

   a. If your password has expired or you simply wish to change from your current password to a new one, use the <TAB> key to take the cursor to the NEW PASSWORD field. Then type what you wish to use as a new password and press <enter>. The system will ask you to type it once more to verify that there are no keying errors. After pressing the <ENTER> key, if the password was successfully changed, the SESSION MANAGER screen will be displayed.

   b. Passwords must be five to eight characters long and begin with a letter. After the first character you may use letters or numbers. The system requires you change your password every 90 days. You may not reuse a password it it was one of your last 36 passwords. Do not use a password which is easy for someone to guess. For example, you should not use your name or the name of a family member.

3. On the SESSION MANAGER screen select the session named ADMN. To select a session, place the cursor on the line next to the desired session name and press <enter>, or you may type the session name ADMN on the command line and press <enter>.
    
4. Upon selecting the session named ADMN you will see a blank screen with SIGN ON IS COMPLETE in the lower left corner. At this point type PROP (use the letter O not zero), press <enter> to activate the Property Control On-Line System. You should now see the FIXED ASSET MAIN MENU.

NOTE:

• At any point in the Property Control On-Line System, you can press <PF12> to exit the system and return to the session manager

• If you wish to exit the PROP system without terminating, press the <PA2> key. This will take you to the SESSION MANAGER without losing your place in the PROP system. To return to the PROP system and pick up where you left off simply select the ADMN session again.

V. Online Property Control System Usage

A. The FIXED ASSET MAIN MENU is the first screen you will see in the Property Control Online System. There are four options:

1. Browse the fixed assets (Press PF2) - To look at a list of assets
    
2. Display a fixed asset (Press PF3) - look at information about an individual asset enter the asset number prior to <PF3>
    
3. Update a fixed asset (Press PF4)
    
4. Obtain the on-line manual (Press PF1) The Property Control On-Line System Manual includes information applicable to Property Control Department personnel, so not all information will be pertinent to all users. To exit the on-line manual type 'END' or 'QUIT.'

B. <Pf2> FIXED ASSET BROWSE

This screen allows you to choose the order in which you see your assets.

To look at the assets at a particular site enter the site number beside SITE, place an "x" next to ASSET NUMBER WITHIN SITE and press PF2.

To look at where an asset might have come from or was transferred to, enter the asset number, place an "x" next to ASSET NUMBER WITHIN DISTRICT, and press PF2. This will show you all records of where the asset was in the last three years.

To look at which assets were bought with the same purchase order, enter the PO number, place an "x" next to ASSET NUMBER WITHIN PO NUMBER, and press PF2. Finally, to determine if an item with a serial number has had an asset number assigned to it, enter the serial number, place an "x" next to SERIAL NUMBER, and press PF2. No matter which browse you select you will get a list of assets displayed to you. The list displayed will give you the opportunity to choose an individual item in order to view additional information about that asset.

Having chosen the "ASSET NUMBER WITHIN SITE" the FIXED ASSET BROWSE BY SITE is the screen you will receive. This will show you all of the assets at one site. To look at information specific to one asset, place an "x" next to the asset and press PF3.

The FIXED ASSET DISPLAY PAGE I is the next screen you will see. This screen shows the majority of information available about a single asset. There is one more screen of information available that may be seen by pressing PF8.

After pressing <PF8>, the FIXED ASSET DISPLAY PAGE 2 is the screen you will see.

If you are viewing more than one asset number at a time, the second DSB number may be typed over the existing item and the <PF3> key will automatically advance you to the next asset item. (The same is true when in the update screen but using the <PF6> key.)

C. Updating Information

To change information for an asset: 1) Type the Asset Number then 2) Press <PF4>

Update screens look like the "Display Asset" screen; however, the "Update Screen" has highlighted fields that may be altered. (SNs cannot be changed - only entered on first time new equipment entries.)

 Fields that a site can change:

1. BUILDING: the number or name of the building that contains the asset
    
2. ROOM: number or name of the room that is the physical location of the asset
    
3. DEPARTMENT: the number or name of the department housing the physical location of the asset
    
4. MANUFACTURER: the name of the company that made the asset
    
5. MODEL: model name or number
    
6. SERIAL NUMBER: the site can initially record the serial number of a new asset, however, any subsequent change will be handled by Property Control
    
7. INFORMATION LINE (Line 5 and 6 reserved for site): Special notes as needed by site

D. Additional Display screens Possible from BROWSE <PF2>

Different combinations of searches are possible such as site or district wide searches for items such as ones obtained from one PO number , serial numbers, and assets.

One such search, Serial Number within Site follows.

Serial Number Searching

a. Type in your site number.

b. Type in your serial number.

c. Place an X by serial number.

d. Press <PF2>.

If the "SITE" number had been omitted, the results would have been a listing of "Serial Numbers" for all district sites.

E. Special Notes:

As you go through a browse mode screen, DSB numbers can show up in two sites if the item had recently been transferred.

At any time while viewing an asset you may return to the list of assets by pressing PF10 or go directly to the screen that will allow you to look at a list in a different order by pressing PF9.

Retired Equipment (obsolete, removed by AV Repair or Office Machine Repair, etc.) will show the retirement date on Screen 1 of your "asset display screen."

Property Control Card System - The past property control card system to account for equipment has been discontinued and the school may now request property control printouts available in asset DSB# order, by type, by room, etc. in combination with the online system.