MONTHLY REPORT -- June 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 on the 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 - June
Fiscal year close was completed the week of June 14. This was the first closing experience in the new dept. Carol Diedrichs' written procedures guided our efforts. Ellen Scherer, closing for the first time, was the mainstay in the effort. Jean McMeans, Kathie Miller and I assisted with preparations. We completed the process a day early. The end of year fund reports were produced and distributed. This was the first year our laser printer was used in the fiscal rollover and printing of reports. It's speed and quality made a big difference in how long the multi-day process actually took.
Ellen and Lisa Iacobellis updated various fund lists to reflect defunct funds removed from the system during the fiscal close.
Ellen began researching payment information on the ARMS system. One facet of our previous interaction with Accounts Payable, the check register sent to us electronically each week, ceased to exist in June. Ellen identified how to get the same information from ARMS and she and Deb Cameron worked out a way to print it using our laser printer. This is just the beginning of revising our operations to meld with the ARMS system.
A payment problem between our Hilandar Collection and a Russian Museum was referred to us for a wire fund transfer solution. Unfortunately, this came while the University was in its' fiscal year close process and so it had to wait for completion in July. [It has since been sent.]
Deb Cameron created maps of rooms 030, 036 and 040 workstations with PC IDs and staff names. This information is largely for the IT dept's use when installing lines, PCs etc. The maps are online in a shared space so they can be printed by IT staff whenever they want one and Deb can keep them updated easily as furniture is rearranged and staff change. The IT staff have already found the maps useful for their new employees.
Deb continued the review and purge of old order records from Felix. This is the first thorough exam of Felix done in several years. Deb has personally reviewed more than 40,000 records over the last couple months as other priorities allowed. The review process includes checking on some orders for which item records are not attached, determining if the bib overlay was missed during cataloging. When batches of orders have been identified for purging, they are burned to a CD-ROM (by IT staff) so we have audit access to them if necessary. The review process will take several months to complete.
During the June review, Deb identified approximately 800 Charvat orders for which there were no item records or cataloging. After consulting with Geoff Smith and Mary Harris, we went forward with Deb's suggestion that TSAA build item records for these titles that are known to be in the Charvat collection waiting to be cataloged. The record building was done by Deb and 2 TSAA students and was completed in early July.
Deb began the monthly download of OCLC connect time useage and charges information for Carol Diedrichs' review.
An inventory of door keys held by TS personnel was begun. Deb will keep this information and share it with Ryan when needed.
Christina McMenemy joined TSAA as the web specialist 6/7. Her supervisor, Lisa Iacobellis, started her adding the many documents TS dept heads had identified as appropriate for the TS web site. Christina went to two HTML workshops and one for new OSU employees in June.
Lisa and Christina made great strides expanding the TS web site resources. In June the site was made accessible to TS personnel. As soon as the TS dept heads can review its improved contents, the site will be opened to everyone.
After problems with cabinets used to hold serial mail in our mail room, 038, a decision was made to replace the cabinets. Lisa is assisting Terry Camelford and Linda Miller of Serials/Electronic Resources with selection of suitable replacements.
I participated on the search committee to hire a Digital Resources Systems Administrator and assisted with building tours for the SER Librarian candidates.
Nancy Helmick and I worked on getting a list of TS Felix staff authorization levels for TSAA. Deb will review, confirm and send updates of the list to Nancy over the next several months and keep her informed of future pertinent staffing changes.
I worked with furniture vendors, OSU Health and Safety Dept staff and employees of several TS depts during the month on new equipment selection, purchase and delivery.
cc: Davis, El-Sherbini, Hamilton, Dannelly, McCandless, Boomgaarden, Rogers