MONTHLY REPORT -- OCTOBER 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
Jean, Ellen & Sheryl attended ARMS Chartfield introductory training.
Various dept members met with the IT review group and participated in Special Collections Cataloging Head interviews.
TSAA provided follow through information to TS employees about how we would assist with student paycheck handling after the check printing problems mid month.
Deb handled daily accounting posting and worked with Jean on printing the twice monthly fund accounts during Ellen's vacation.
Kathie Miller became a member of the Performance Management Review Committee, representing TS.
In accordance with a Dept Heads decision, Lisa and Christina will add all TS dept monthly reports to the TS web site and notify folks that they can be read there. We did away with sending copies to dept heads by e-mail.
Ellen has begun efforts to resolve FAS problems monthly, a goal we have set for this new fiscal year. She has the pre-pay ledgers up to date and has taken steps to resolve statement problems referred from Carol Diedrichs.
The Documentation & Training staff continued to solidify their service role to TS. In addition to checking in serials, Mary spent time adding notes to check-in records from serial claim responses. Christina checked in serials and also updated 235 Lib Has notes. Our mail students prepared fragile materials for CGA delivery and Lisa took them over in the van when no bins were available.
Deb upgraded Citrix software on accounting PCs for future ARMS work and upgraded software for the CORC project on Tech Services and other Libraries PCs that need it.
Late in the month, TSAA offered HR some assistance from Christina McMenemy to help with their staffing shortage. Unfortunately, we won't be able to follow through on the offer as Christina has given notice that she is leaving the libraries.
We got final info on RF funds for Middle East and Asian funds for FY00 and set up the funds and balances on Felix.
Lisa and Christina got Carol Diedrichs' web site up & running, linked to the TS site. Lisa and Christina also tweaked the TSAA web pages as Sheryl requested and the pages were made public in October. In addition, Christina checked all the links in the Special Collections Cataloging web site so that it also could be made public during October.
Christina and Lisa added the TS mission statement, an ORT crib sheet, CORC documents, a menu of CatME information and all monthly reports and minutes to the TS site. They also arranged for a link to the New Book booleans from the TS site.
Lisa attended HR time card and leave form training and provided highlights to other TSAA staff. She also attended workshops on analyzing performance problems and workplace violence.
Christina worked with Terry Camelford on getting a form created that would print for Terry as nicely as it looked on screen.
Deb began importing approval records into Felix (Yankee, Charvat, Harrassowitz) via FTP, to provide additional coverage for this task usually performed by Karen Lawson.
Deb continued the monograph purge review, and finished reviewing a 2nd 40,000 record boolean, purging an additional 18,752 records from Felix. She started a 3rd 40,000 record boolean and purged 4,925 records from that one.
Deb resolved a CatME problem for SCC staff at CGA, saving the IT staff two "field trips" and improving the OCLC export settings there to get the standard 4 line dialog box on export.
Deb worked with Mary Harris (SCCAT) on creation of a Felix student login (generic) for SCCAT use. A list of desired functions was sent to Nancy Helmick who created the authorization and Deb and Mary changed the password.
Deb and Nancy Helmick did some testing on sending p.o.s/claims to a laser printer. They spent 3 hours on it, working in conjunction with Innovative Interfaces staff via the phone, and made some headway, but more must be done before we can make this change.
Deb worked with Joseph Galron to send his wnbap files to her via email for loading into Felix. This will no longer require him to visit 040 to have this work done.
At Sally's request, Deb gave a presentation on types of printing problems we've had in TS, and their likeliest solutions at the Oct IT Liaisons mtg. She also gave all the liaisons a copy of the Netscape upgrade instructions she wrote. Sally asked her to prepare documentation to guide the other IT liaisons in how to report problems to IT.
Sheryl identified a need to improve access to the Approval area PC for collection managers and discussed options with MOD, TSAA and IT folks. Deb then worked with IT staff on which options to pursue. Changes should be in place in November.
Sheryl helped Bindery Prep staff find information on alternative keyboard trays. She also worked with David Kos and Suzanne Hochman on possible improvements in Suzanne's workspace.
Ellen and Sheryl had vacations during the month.
Sheryl presented a student employee training session and Lisa presented 2 of them in October.