MONTHLY REPORT -- AUGUST 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
Highlights August 1999
Many new problems arose from the change to ARMS in Accounts Payable with the fiscal year. Checks to our suppliers printed differently. We had to develop labels for mailing the checks since the new ones don't fit in our existing envelopes. We also had to change the steps we follow to create a paper trail of invoice/check relationships that can be audited.
Another ARMS change is the payments made report from AP that replaced (kind of) the former check register, doesn't provide full invoice/check relationship info. Ellen worked with AP staff who are having their programmers look into the problem.
Ellen worked with the Research Foundation on outstanding invoices submitted for their payment.
Ellen, Jean & Kathie worked hard to expend RF end of yr allocation balances on MES, JDC & BSL materials.
Ellen explored getting a University ‘credits on hand' report from AP. This info would help us explain to vendors why OSU payment of invoices may be delayed.
Ellen & Kathie are trying an ‘all points alert' e-mail message approach within TS to locate pieces causing holdup of invoice processing.
Lisa provided web site info at the CM forum. Later she & Christina made changes in the first page in response to suggestions from forum attendees.
Deb learned to post accounts as background to help Jean with running accounting reports during Ellen's two week vacation at the end of the month. It turned out though, that Jean had to do the reports without Deb's assistance.
Deb was out for three weeks for a family situation. During that time, Lisa covered the computer problems Deb would have handled, solving them when she could or referring them to libmicro. Lisa also handled the TechPro delivery in place of Deb Aug 20 and assisted the IT staff with change out of old PCs in 4 TS departments.
Lisa began working on a combined statistics spread sheet from all Tech Service depts monthly reports for Carol Diedrichs' use.
TSAA offered assistance to SER for a ‘lib has' note project. Lisa worked out with Tschera Connell the details of how Christina would assist with this work.
As a result of TS discussions about student hour use, we asked if the CAT phone students could assist the 040 depts by covering the 292-6314 phone number during Mary Stiffler's lunch and after she leaves for the day. Magda El-Sherbini graciously agreed. This arrangement will allow TSAA to cut some student hours beginning with fall quarter.
Another arrangement with SER will have Mary Stiffler assisting with more projects to lessen SER student hour needs.
Deb documented more activities she does for MOD and made certain MOD staff serving as backup for them were trained on the procedures.