Automated Inventory Program in icms


Download 16.35 Kb.
NameAutomated Inventory Program in icms
A typeDocumentation
manual-guide.com > manual > Documentation


Automated Inventory Program in ICMS


AIP8.doc, June 2014, 4 Pages
The NPS Automated Inventory Program (AIP) generates the data and reports necessary to complete the annual inventory of controlled museum property, randomly selected cataloged museum property, and randomly selected accessioned but un-cataloged museum property. You must complete the inventory annually by the end of the fiscal year. The Regional Director should set up a regular schedule for parks in the region to complete the inventory. Refer to ICMS User Manual, Appendix I: AIP and MH-II, Chapter 4, for guidelines on completing the annual museum property inventory.
To complete your inventory, you’ll need the following basic skills:

  • ICMS navigation, data entry, and reports. Review ICMS User Manual, Chapter 1: System Basics; and Appendix I: AIP.


You’ll also need the following information:

  • The highest catalog number used in your park’s collection.

  • The highest accession number used in your park’s collection (if you must complete an accessions inventory).

  • The names of the cultural resources and natural history directories for the collection you want to inventory.


There are four basic steps to complete the inventory:

1. Generate the lists of records to be inventoried.

2. Print the inventory form(s).

3. Complete the physical inventory by locating the objects and records, answering the questions on the inventory form, and completing the summary sheet.
Note: Entering the inventory responses into the AIP module in ICMS is optional.
4. Submit the inventory forms to your superintendent for review and signature.


  1. Generate the lists of records to be inventoried.

  1. In ICMS use the Navigator or Home Page to open a Collection directory. For example, open “PARK - Cultural Resources” (where “PARK” is your park acronym). You can generate the inventory from within Cultural Resources or Natural History, but you must consistently access the AIP from one directory to avoid having two copies of the inventory. In the tree of sub-modules within the directory, choose “Inventory-Control Page.”

  2. From the Control Screen, click the Add button to add a new inventory record.




  1. Fill in the Park/Unit and Year fields.

  2. In the Directories to Check field, enter the directories that contain the records for your park. Press [F5] to bring up a list of the directories in your system and select the correct directory name(s) for the collection you want to inventory. (To enter more than one directory, press F12 to open the field and add additional directories).


Note: For Centers, and for parks managing collections that use a park modifier in the acronym, you can enter * in the Park/Unit field, then select specific directories to sample or the default of “ALL” directories. The Random Sample Inventory will include records from the specified directories for any park acronym.


  1. Fill in the highest catalog number used and the highest accession number used (except when using the asterisk * in the Park/Unit field).

  2. Click the “Get Random Sample Inventory” link to generate the random sample numbers and data. Click the “Get Controlled Property Inventory” link to generate the controlled property numbers and data. Click the “Get Accessions Inventory” link to generate the accessions numbers and data.

  3. Once you have entered all the information on the Control Screen and generated the inventory numbers using the buttons, click on the “Save and Close” link to save the Control Screen record.


  1. Print the inventory form(s).

  1. Click on the “Random Sample” link. From the menu bar, choose Record, then Reports, then Re:discovery Reports. The Reports window opens:




  1. Select the “10-349 Inventory-Random Sample” report to print the Inventory of Museum Property or “Summary” to print the summary sheet for the inventory.

  2. Click the “Run for All Visible Records” link. The Reports Parameters window opens:





  1. You don’t need to enter a report subtitle. Make sure the Destination is “Printer”, then click the [Print] button. Your computer’s Printer window will open. Choose a printer (if necessary), then click [OK]. The inventory report will print.


Repeat steps 2a – 2d for each type of inventory. From the Record Pane, click the links for “Controlled Property” or “Accessions” to move to the appropriate screen. A different version of form 10-349 prints from each of the three inventory screens. You must access the form from the appropriate screen.
Note: The default sort in the AIP module is by Location. As a result, the 10-349 will print the records in order by location, to make them easier for you to find during the physical inventory. To print in Catalog Number order, you must change the sort. (From the menu bar, choose Record, then Sort, then “By Catalog Number.”)


  1. Complete the inventory.

Most people will print a copy of the inventory and complete the inventory fields on paper. If you have a laptop computer, you may want to take the computer to the objects, complete the inventory fields on the screen, and print it afterwards.
Note: Entering the inventory responses into the AIP is optional. Refer to ICMS User Manual, Appendix I: AIP, for detailed instructions on completing each field.



  1. Submit the inventory forms to the superintendent for review and signature.

The inventory is only required in hard copy, unless otherwise instructed by the Regional Director. The superintendent must send a signed copy of the inventory to the Regional Director. The park should send an informational copy of the signed, first page of the inventory to the regional curator. Refer to MH-II, Chapter 4, for more information.

FREQUENTLY ASKED QUESTIONS
On the Random Sample tab, many records say "Not in Re:discovery." It is normal to see some records “Not in Re:discovery”. The inventory selects a random list of catalog numbers, some of which may not be in your system. These records will still be included in the inventory, but their records will indicate they are not in Re:discovery (ICMS). Records that are not in the system, or that have no location, will appear first in the list and in the printed 10-349 form.
If you see too many records “Not in Re:discovery”, make sure you have the correct directories entered on the Control Screen. Modify the Control Screen record if necessary: Backspace to remove "ALL" in the Directories to Search field; make sure the field includes "CR PARK --NH PARK," where "PARK" is your park acronym. Then click the "Get Random Sample" button to generate a new inventory list.
When I look at the list of records in the Random Sample, they are not in order. The default sort for the Random Sample & Controlled Property records is by Location to make the inventory easier to check. To change the sort order, from the menu bar choose Record, then Sort, then By Catalog Number.
Where do I print the Random Sample or Controlled Property reports? Make sure you are on the Random Sample record, then from the menu bar choose Record, then Reports, then Re:discovery Reports. Choose the “10-349…” report. You will have to go to the Controlled Property record to print the control property report using the same steps.
When I print the Random Sample or Controlled Property inventory, only one record is printed. When printing the 10-349, remember to select “Run for All Visible Records” rather than “Run for Current Record Only.”



Re:discovery Software, Inc. 3040 Berkmar Dr. Suite B1 Charlottesville, VA 22901 Phone: 434.975.3256

FAX: 434.975.3935 Email: support@rediscov.com Web: www.rediscoverysoftware.com


Share in:

Related:

Automated Inventory Program in icms iconAutomated Checklist Program in icms

Automated Inventory Program in icms iconInventory Tracking Using spreadsheets and/or databases, most businesses...

Automated Inventory Program in icms iconProgram Mode (1) What happens when you hold notes on one program...

Automated Inventory Program in icms iconThe program change that makes up the operating system along with...

Automated Inventory Program in icms iconSpecification & inventory of df 35

Automated Inventory Program in icms iconReport Inventory

Automated Inventory Program in icms iconThe Program Director and Faculty are to follow the policies of the...

Automated Inventory Program in icms iconCoping response inventory

Automated Inventory Program in icms iconThe inventory of the national goods

Automated Inventory Program in icms iconCattails saloon inventory

Automated Inventory Program in icms iconLearning Styles Inventory

Automated Inventory Program in icms iconQuickBooks Inventory Setup Guide

Automated Inventory Program in icms iconBody Anew Spa Inventory

Automated Inventory Program in icms iconTime Start the Program Set the Band Start Making Contacts! Namimg...

Automated Inventory Program in icms iconManual and Automated testing

Automated Inventory Program in icms iconManual and Automated testing

Automated Inventory Program in icms iconQ. 1 What is an Automated Teller Machine (atm)?

Automated Inventory Program in icms iconMicrosoft® Business Solutions Inventory and Order Processing–Great Plains®

Automated Inventory Program in icms iconThe program(s) Agreement(s) with the California Department of Education...

Automated Inventory Program in icms iconPurchaser only and for use only on the computer system specified....




manual


When copying material provide a link © 2017
contacts
manual-guide.com
search