MONTHLY REPORT -- May 1999
The department performed normal activities reflected in the Established Responsibilities.
Established Responsibilities
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 twice a month
--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 in room 040; forward calls, voice mail and messages
--Open, sort, and distribute incoming mail daily / gather and forward outgoing mail
--Coordinate supply requests from all TS depts, distribute supplies and pursue requests not filled
--Collect & proofread TS staff & student time sheets; verify appropriate signatures; deliver to HR
--Maintain incoming serial and monograph mailflow
--Maintain TS web site
--Respond to TS requests for documentation and training
AUTOMATION & PROJECTS
--Respond to TS requests for help with PCs, printers and other equipment
--Produce and print MOD ORT boolean, print MOD order slips and print claim slips daily
--Support other TS depts with regular assistance in various workflows
Highlights
Tech Pro monthly deliveries were arranged. Deb and a TSAA student used the library van to make the first run, picking up and delivering material from and for Catalog Dept and Serials/Electronic Resources.
Deb assisted the IT staff in making CatMe available on numerous TS workstations. Lisa prepared and presented CatMe training sessions for TS staff and students beginning to use this new tool. Deb helped answer questions as folks began working independently. An e-mail list was created to keep CatME users informed quickly and easily on any changes.
Deb began the review process for purging old monographic unit orders. This project takes considerable time and concentration on the PC screen to review thousands of records and code them.
Lisa hired and trained 3 additional students to handle the incoming and outgoing serial mailflow. Unfortunately, 2 soon quit for health reasons, requiring Ellen and accounting students to assist with this work during the month.
The lmta2 position in Documentation and Training was filled. Christina McMenemy begins work June 7. She will do much of the actual web site updating.
Lisa attended an Ohionet workshop on creation of macros for Prism and hopes to assist CAT staff in creating shortcuts for their work. Macros are not possible with CatME yet.
Lisa was tapped to be a permanent non-elected representative on the Libraries Advisory Training Council.
Ellen and Lisa continue developing their units. Ellen meets with Kathie at least twice a week to work on problem invoices. Many were eliminated in May. Lisa meets with Mary at least once a month to stay current on projects and normal assignments underway.
The Accounting Unit was able to maintain excellent production of all workflows during May. Invoices were batched and input in the ledgers the day after keying into Felix; posting were run and checked daily; checks for vendors were sent out within a few hours or 24 hours at the latest after receipt in TSAA; reports were printed and distributed on time and even filing was current.
Sheryl began processing fund changes, additions and deletes in Felix, relieving Carol Diedrichs of more accounting details she had been handling for the past year.
Ellen and Jean attended two ARMS workshops; Transaction for the General Budget and FAS for the General Budget. They were glad to make more AP contacts.
Application was made for 2 OSU Pcards, both to be in the name of Sheryl Williams. They will be used to pay invoices for monographs and serials (one for each) when normal workflow can't accomodate the vendor's situation.
The weekly electronic check register delivery was changed from Jean and Sheryl to Jean and Ellen.
TSAA preappraisals for 99/00 were completed.
TS staff and students reported to Sheryl the occasions when they received the ‘maximum users reached' message as they logged onto OCLC. Sheryl forwarded the April and May totals to CPD and TS dept heads.
TSAA staff participated by various means in Serial Librarian, Web Librarian and Libraries Director candidate interviews.
The carpet in 040 was steam cleaned. It looks better.
There were some security problems with room 040 over a couple weekends. Sheryl discussed points of concern with Ryan and CPD.