Inventory

Alma Google Form

1. Open (and login to) Alma

2. Open the Alma Google Form (or use embedded form above ⬆️) 

3. Fill in the 1st page with your name, time, and date

4. Fill in the Alma counts for each item listed on the 2nd page of the form

   1.  Each item will have keywords listed to search under ‘Physical Titles’ in Alma.

      1. Some will have links that lead directly to an items holdings page

   2. Only count ‘Available’ items and not ‘No. of items’

   3. For items available at other libraries, narrow your results to the ‘Moffitt’ library location

      1. Exclude anything that is listed under the ‘WITHDRAWN Moffitt’ location.

   4. For items that have short-term and long-term versions (aka 14-Day Laptops v 4-Hour Laptops)

      1. Will appear coded as mf9e under ‘Location’ in the ‘Physical Titles’ search page for short-term devices and as mf9f for long-term devices 

      2. Will appear as ‘Electronic Device Cart (Short-term)’ and ‘Electronic Device Cart (Long-term)’ in the holdings page.

   5. For different laptop models that are under the same name and loan period, you will type the same available number twice for each entry.

      1. This is the case for long-term MacBook Air 2020 and long-term MacBook Air M2

      2. This is the case for Dell Latitude 3380 and Dell Latitude 7430

   6. ‘PowerExtend USB 2 Mini’ and ‘Android Phone Chargers’ are listed under the same title.

      1. ‘PowerExtend USB 2 Mini’ will be listed under ‘Item Call Number’.

      2. The items without an entry under ‘Item Call Number’ are actually Android Chargers

   7. ‘OMNICHARGE portable power bank’ is the title used for 2 of the power banks we loan out but we only keep inventory of the Omni 20+

      1. Item name Omni 20+ will appear under 'Item Call Number'

5. On the 3rd page mark down any notes, like any discrepancies you may have and hit 'submit.'

Circulation Google Form

1. Open the Circulation Google Form (or use embedded form above ⬆️)

2. Fill in the 1st page with your name, time, and date

3. Fill in the in-person counts for each item listed on the 2nd page of the form

   • Each item will have an image of the item along with information as to where you can find each

   • OMNI 20+ might be in 2 different locations: their respective bin and/or the recently returned bin

   • Counts should include items in the problem box and laptops that might be getting worked on

   • Count laptops even if they have slips in them

   • Universal laptop chargers are only counted as complete sets

     • A complete set is: 1 charger and 6 different kinds of tips.

       • The number of chargers should be the same as the number of each tip available. 

         • For example, 4 chargers available should mean 4 of each charger tip. 

       • If we are short, only write down the number of complete sets we have.

       • Swappable tips are in a drawer at the devices station at the Circulation Desk

       • Chargers are located in the devices cabinet

4. On the 3rd page mark down any notes, like any discrepancies you may have and hit 'submit.'

Link to paper form (to print)

Instructions:

1. Open Alma and log in with the student SPA account

2. In the persistent search bar options select “All Titles” and “Keywords”

3. Type in what’s on the “Title search” column on the inventory sheet for the item you are searching for.

4. Once the item appears, select the “Physical” tab to reveal which items we currently have available at the Moffitt location (MOFF)

5. Record the available number of each item in the “Alma” column on the inventory sheet.

6. Once you record the number on Alma, physically count the corresponding inventory on the fourth floor and record it on the inventory sheet.

7. If the items match up, Perfect! If there are more items on Alma than we have in person AND/OR there are more items in person than are registered on Alma , make a note for a supervisor to check on that.

8. Hand form to a supervisor and mention any notes/discrepancies. If there are no supervisors present, leave form, with any relevant notes, on one of their desks.