Asset Tracking

Asset Management

Asset Management allows you to add assets, search for existing assets, align to courses, manage inventory, or delete assets. Additionally, you can add and update assets using Data Import Manager. To create new assets via an import, select Asset: Asset Data as the Import Into option. This import will support customer extensions. For more information on importing and exporting assets, refer to Import/ Export Assets.

Once you have created your assets and inventory, you can begin checking in or checking out items to students individually or using Inventory Mass Assign for a group of students. To access Asset Management, select District from the main menu and choose Asset Management.

Add a Book, eBook, or Equipment

To add books, eBooks, or equipment:

  1. Select Add and choose the asset type. 
  2. Enter the required information. 
  3. Select Active if this asset item is currently in use. 
  4. Select Submit.

Search for your newly created asset using the filters. To edit an existing asset, select the asset name and update the information.

Once you have added your asset items, they are now available for you to align to courses and manage inventory.

Associate Assets to Courses

You can associate your asset to a specific course. This association will help drive asset suggestions for students when you are checking out items to them. To align your asset to courses:

  1. Select Course Associations
  2. Search for the courses you want to associate with this asset by using the filters. 
  3. Select your courses. If you select all, it will include all courses across all pages.
  4. Select Save.

    Tip: You can quickly review which courses the asset is associated with by sorting the Associated column. To disassociate your asset with a course, unselect any courses that should maintain an association and select Save.

Manage Inventory

To manage inventory for a specific asset, select Inventory. This will direct you to Asset Inventory, where you can Add Inventory and Edit Asset Inventory for the selected asset. Additionally, you can create inventory using Data Import Manager. To create inventory via an import, select PowerSchool Data SetsAsset: Inventory as the Import Into option. This import will support customer extensions.

You can access Asset Inventory directly by selecting District > Asset Inventory. Use the search to review the total inventory for all assets within a specific category, such as asset type or asset disposition. You can use the Data Export Manager to export a list of inventory records using Asset: Inventory as the Export From option. 

Add Inventory

To add inventory for an asset:

  1. Select Add Inventory.
  2. Scan or enter the Inventory Tags, one per row. Inventory tags are added for each item of an overall asset that you can then check out to students. Each inventory tag must be unique. 

  3. Indicate the Condition and Disposition. An item must have an active disposition to be available for check out. Use Code Sets to update asset item dispositions.
  4. Select Submit.

Once you have your asset inventory in place, you can begin checking out items to students. You can check out to an individual student or use Inventory Mass Assign to check out items to a group of students.

Edit Asset Inventory

To update existing inventory, select the Inventory Tag, update the information and select Submit. You cannot edit the Condition or Extras of an item if it is checked out. Ownership History allows you to review who owned that specific item, the duration of time the owner had the item checked out, the condition upon check-in, and any other specific notes. You can also export ownership history information using Data Export Manager. To export, search for a student before accessing Data Export Manager. Then select PowerSchool Data Sets > Asset: Ownership as the Export From option. This export will support customer extensions.

Check Out Item to an Individual Student

Assigning an inventory item to a student allows you to track the whereabouts of that item and the condition and disposition upon checking out and checking in. To check out an item to a student:

  1. Select Check Out.
  2. Search for the student by their first name, last name, or student ID. Select the student name.
  3. Indicate the Condition and Check-Out Date. The check-out date will automatically default to today's date.

  4. Select Check Out.

When a student is ready to return the item, select Check In. You should note the Condition When Returned and the Check-In Date. You can add other notes that you can review in the Ownership History section of the Inventory Tag.

Note: An item can only be checked in at the same school where it was checked out or at the district office.