MONTHLY REPORT -- JULY 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 & messages
Manage incoming and outgoing daily mail for TS depts
Coordinate supply requests from all TS depts, distribute supplies
Collect & proofread TS staff & student time sheets; deliver to HR
Maintain incoming serial and monograph mailflow
Maintain TS web site & 4 TS dept web pages
Respond to TS requests for documentation and training
AUTOMATION & PROJECTS
Respond to TS requests for help with PCs, printers & other equipment
Produce & print MOD ORT boolean, print MOD order slips & print claim slips daily
Support other TS depts with regular assistance in various workflows
July Highlights
The Technical Services web site was made public July 22 and connected to the Libraries site. Since then, Lisa Iacobellis and Christina McMenemy continue to update the site with new links and documents. Lisa has worked with CAT to move some TS general documents from the CAT site to the TS site. These items were loaded to CAT originally because that site was the only exisiting public TS site for some time.
With the launch of the TS web site, the TS dept heads directed TSAA to go forward with creating web pages for the TS depts that don't already have pages on the web, TSAA, SER and MOD [SCCAT has a site but it is not yet linked to the TS site]. This work will continue for some months to come. These department pages will be linked with the TS web site.
Christina began learning some of the other tasks assigned to her position. Sheryl Williams and Terry Camelford worked with her on the Felix system. Providing backup assistance, Christina will do serial checkin work for SER whenever their workload calls for additional help.
Lisa attended the initial meeting of the Labelling Project Team, an effort sponsored by the CGI Steering and Oversight Committee. She's been asked to lead the team.
The University began the new Fiscal Year and we sent our first invoice batches to Accounts Payable. Later in the month we got the first new fiscal year checks produced from the ARMS system. The format has changed completely, requiring us to alter our preparation, filing and mailing practices.
Ellen Scherer located the Paid Voucher Report in ARMS where we can find information about what checks have been cut to pay Libraries material invoices. She and Jean McMeans also worked out how to print this information. Unfortunately, ARMS doesn't fully detail this information the way the old system's check register did. We will continue working on how to get all the information we need.
Jean created a list of the check problems created with the combined fiscal year and ARMS changes in Accounts Payable. She and Ellen are using the list to work with AP on resolving the problems.
Responsibility for prepay account management in Felix and online ledgers was transferred from Carol Diedrichs to Sheryl Williams and Ellen Scherer in July.
Deb figured out how to print purchase orders and serial and monographic claim forms from a Windows95 based PC. This was a long standing obstacle to flexibility in our machine use and our physical layout.
A few of the Tech Services PCs began displaying a a strange dialog box when exporting from OCLC. Deb researched the problem and reported it to Sally Rogers for followup with OCLC and III.
Deb continued with the system review to purge old order records. She identified more groupings of specific categories to check out further.
Purchase of some keyboard trays and other equipment was completed, including installation.
Deb arranged PC & phone equipment and services in preparation for Tschera Connell joining SER in August.
The Information Technology Dept has frequently acknowledged the valuable assistance Deb Cameron provides in resolving many TS automation problems without involving IT. In recognition of her abilities, Deb has been asked to assist IT in looking at ways to develop similar trouble-shooting/training skills elsewhere in OSUL.
Deb began providing ORT creation assistance for Carol Diedrichs' in relation to her new library science fund oversight.