MONTHLY REPORT -- January & February 1999
Highlights
This TSAA report includes goals identified for the sections within the dept. As time passes, goals may change.
ACCOUNTING
--Process non-problem unit order invoices within 7 days of receipt
--Batch process invoices for payment at least 3 times a week
--Review and mail checks within 2 days of receipt
--Produce, review, and distribute Accounting Reports on the first of each month; process prepayment accounts just prior to running monthly accounting reports
--Review and reconcile FAS reports within 3 weeks of receipt
--Review statements and resolve invoicing problems monthly
DOCUMENTATION & TRAINING
--Answer the 292-6314 line for the 3 depts occupying room 040; forwarding calls and messages
--Open, sort, and distribute incoming mail daily
--Transmit supply requests from TS staff , distribute supplies and track requests not filled
--Collect & proofread staff & student time sheets; verify appropriate signatures; deliver to HR
--Maintain web sites
--Respond to TS requests for documentation and training in a timely fashion
--Support other TS depts with assistance in various workflows
AUTOMATION & PROJECTS
--Respond to TS inquiries for help with PCs and printers in a timely fashion
--Produce and print MOD ORT boolean daily
--Print MOD order slips daily
--Print serial and monograph claim slips daily
--Support other TS depts with regular assistance in various workflows
HIGHLIGHTS FROM JANUARY
In the Accounting section, Ellen Scherer learned to run fund reports, she and Jean McMeans got the online ledgers updated. Goals were met except for FAS resolution and statement review, though progress was made on those items.
The incoming and outgoing serial operations were consolidated from room 022 and 040 into room 038. Additional students were hired to help with this work. Ellen and staff from Serials trained the students. TSAA continues to oversee the mail handling portions of the serials work, while Serials/Electronic Resources Dept staff does the piece processing.
Much time and effort within the dept was directed at reorganization issues. Deb Cameron, Sheryl Williams and others worked on PC wiring, phone instrument moves, furniture purchases, planning for office construction, moving Marsha Hamilton into her new office, relocating other staff workstations and equipment.
As part of her automation liaison work, Deb Cameron worked on problems for various Tech Service departments, including PC wiring, terminal repairs and updated access for student assistants. Listservs for the five separate depts and one for all five depts combined were created with Deb as co-owner so she can update the lists as needed.
TSAA sent e-messages to all five Tech Service Departments updating them on reorganization changes as they occurred. E-messages detailing staff and phone number changes also went to the larger library population.
Jim Whitcomb continued assisting with both the monograph and serial receipt work for MOD and SER.
Interviews were held to fill the department's new Documentation and Training position. Lisa Iacobellis started in the position in mid-February.
HIGHLIGHTS FROM FEBRUARY
Technical Services Accounting and Administration Dept staff were physically moved together 2/13/99. Additional work needed for reorganization was done; moving of electrical lines and moving of equipment and furniture in Serials/Electronic Resources and Monograph Depts. Some work was done on the weekend by Deb Cameron, Sheryl Williams and some TSAA student employees. Other work was done during the workweek by TS staff with help from Ryan's student employees. Measurements and the work request for Trisha Davis' office went to the University. Furniture orders for Marsha, Trisha, some SER folks and Special Collections Cataloging went to Globe Furniture with delivery expected in late March.
Lisa Iacobellis joined the dept 2/17/99 as Documentation and Training Manager. She and Jim Whitcomb have begun work on a Technical Services Web page. They will also create and link web pages for the TS depts who do not yet have pages. The web pages will contain information for TS staff and for other OSUL employees about TS operations and procedures. Lisa also joined Jim in assisting MOD with firm order monograph receipt and copy cataloging a portion of the week. This assistance helps with the workload while MOD has 3 processing vacancies.
The software load required by the DEC server to print fund activity reports and daily postings in our accounting unit failed in mid February. Since then, we have been running these reports on the printer Deb Cameron uses to produce order and claim slips for MOD and SER. Deb will work with Sally Rogers on how to move these activities to our laser printer.
TSAA has taken new steps to assist the other TS depts; we will handle Catalog Dept's student timesheet needs beginning in March, Lisa has arranged meetings and interviews for Marsha Hamilton, Mary Stiffler has done projects and gotten supplies for various TS depts. Dept members have taken sole responsibility for answering the 292-6314 line that gets incoming calls for the three depts in room 040 during Mary Stiffler's lunches and absences. When 040 was Acquisition Dept, all sections of the dept helped cover the phone line on a rotating basis. We will be hiring students to assist with this work. Our goal is to answer this line without regular assistance from the other depts in room 040.
Mary Stiffler, Jim Whitcomb and Lisa Iacobellis attended the Personal Interaction Training workshops.
Lisa began working with Ellen Scherer to take over supervision of the 038 mail operation and student assistants. The locking mechanism in the 038 door caused a lot of problems in February. Several fixes were attempted. A new mechanism was finally installed that seems to be holding up.
Sheryl, Ellen and Kathie Miller attended ARMS Procurement training in February. Sheryl and Ellen will continue these sessions in March, though the University is delaying implementation of the ARMS function of most interest to TSAA, the general ledger, until June 2000.