MONTHLY REPORT -- SEPTEMBER 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 September 1999
In mid September we got the first full FAS of the new fiscal year and the conversion to ARMS. Once again there are problems to resolve. Ellen and Jean continue to work with Accounts Payable staff about checks that need reissued and incomplete information in ARMS reports.
Ellen attended a Monographs Dept training session led by Marsha Hamilton on the significance of accounting issues in monograph order and receipt workflows. She provided some additional hints for the group. Additional information will be shared via e-mail and group meetings. Kathie continues to work with Ellen and Mike Valinis on resolving problems with ordering/invoicing.
Lisa and Christina completed the TS staff contact list and added it to the TS web site. Collection Managers are pleased that it will directly launch an e-message to TS staff with just a mouse click. We arranged with CAT to have their students answer the 292-6314 line during Mary Stiffler's lunch hour and after her workday ends. It will likely take a while to smooth out the wrinkles in this sharing of responsibility.
Lisa assisted with many staff appreciation week activities, receptions, retirements etc in her role on the social committee. She also helped with automation problems during Deb's absence early in the month.
Lisa and Sheryl attended ‘train the trainers' sessions for the revised student employee orientation workshops. They will be presenting some of these sessions this quarter.
Christina went through training to assist SER with updating split ‘Lib Has' notes in serial records. She will assist with this work as other projects allow.
With the shift from the Galaxy to the Apollo server, Christina had to check every file and link for the TS web site.
Lisa, Deb and I worked on relocating some TSAA items on the shared server W. The goal was to free up space in the accounting section of the server space.
Deb worked with Magda and Regina in CAT to prepare the Non-Roman supervisor space & clear the area where Magda's office will be constructed. With some student help, she assisted Vickie Fitzgerald and Jim Murphy in relocating their work areas.
Deb was asked by Sally Rogers to assist IT staff with installation of Netscape 4 for Libraries Staff who are CORC participants. Deb did the installation for TS staff and Nancy Courtney. She later documented the process for others to use. Deb began work on documenting other tasks she does in TS as part of Sally's request that Deb's expertise managing automation work in TS is an asset IT would like to share with other IT liaisons.
Deb reviewed the student Felix authorizations used in Serials/Electronic Resources, made suggestions and forwarded these approved changes to Nancy Helmick for further action.
Deb and Nancy Helmick worked together on two issues for TS in late September. They identified what line spacing was needed to print checkin labels on newer printers in SER and TSAA. Deb swapped and/or reset all the printers so staff checking in regularly no longer must manually advance label stock.
The other issue Deb and Nancy tackled is the possibility of printing purchase order and claim slips via a laser printer. More research is needed before there will be conclusion to this task.