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Kevin Ashman will kindly do a monthly pull of people within CCB. HR has info on all staff, faculty, post-docs and other researchers. Instruction has info on all grad students.


Ideal goal: Single spreadsheet, each month, with current snap-shot of all CCB people and some info about each person.

PatH has CCB-taken photos of each Grad student,with their name. PatH to send those photo sheets for us, for each incoming year's worth of Grads (1st year Grads). PatH will add NetIDs to this sheet (7/31/13).

To do's

  • Get faculty data (Joyce). Ensure we include emeritus faculty who are active or might otherwise call on ChemIT's services.
  • Include only "Current" from the Grad student list.
    • Don't include "withdraw", for example. (And "Former" Grads already not being included, apparently.)
  • Standardize columns so all data can easily be used within one sheet (same column heading titles and order)
    • Idea: Add dummy fields in any DB that won't have data so automatically get correct column heading.
  • With Grads: NetID, not NetID-based email
  • To Grad DB: Add a "title" or "Position" field. And have it auto-filled with the word "Grad" (or something like this).
  • In Grad DB: "NetID" field exists but is currently empty. Fill it with the NetID for each grad. Q: Business need for PatH, if any?
    • Note: Still will want fully qualified email field since Outlook won't always resolve a NetID automatically. Can that email field be auto-generated from the NetID field?

Data export needed for billing and Remedy reporting

Required data

  • chemistry staff (include researchers, post docs, visiting scholars, regular staff)
  • graduate students
  • faculty (including visiting profs and emeritus)

Fields needed for each research and staff / faculty group

 

Group

First name

Last name

NetID

Position

Campus address

Source

NOTES:

Staff

PI

FirstName

LastName

NetID

title

CampusAddress

Sharon de Roos

 

Grads

Chair

First

Last

email*

Fill in with: Grad

 

Pat Hine

Don't include grads in DB who aren't here. Eg: "withdraw"

Faculty

n/a

n/a

n/a

n/a

Fill in with: *Faculty

 

Sharon de Roos

Initially from Sharon's phone directory's Excel file (not a DB); update by hand. It's what Joyce Boda recommends using.

* When and if Grad DB gets their NetID field 100% populated, pull that one instead of their "email" data. Otherwise, just keep using this field and do the required data munging.

Required

  • Group affiliation
  • Name- First
  • Name- Last
  • Cornell NetID

Optional, when available

  • Room #, Building
  • Title*

* Key to "Title" abbreviations within the staff/ facutly data:

Abbreviation

Explanation

VS

Visiting Scholar

PDA

Postdoctoral Associate

PDF

Postdoctoral Fellow

Student

undergraduate employee

The other abbreviations are self explanatory, such as:

  • Res Assoc Sr
  • Admin Asst 3
  • Admin 6
  • Publ Asst 4
  • Res Spt Spc 3
  • Etc.

Processes figured out so far

ChemIT has created for Kevin a folder, R:\Public - all Chem Staff\Chem staff files\, which is available to Kevin on his R: drive.

  • Kevin is thus putting the spreadsheet there and is able to update them. And we'll be able to access the most recent copies without emailing and such.

Kevin also has access to the FileMaker grads file on the server.

  • In FileMaker, open remote fm.arts.cornell.edu. (We suggest adding as a favorite host.)

Purposes

  • CCB Groups within Active Directory (managed by ChemIT).
    • For access to CCB file servers, NMR access (in the future, possibly), Chem Community Headnode (possibly).
  • ChemIT monthly billing
  • ChemIT activity reports from Remedy (Remedy identification)
  • ChemIT staff's knowledge of who is who
    • Ideally with pictures (from PatH. And/or from WorkDay), at least for grads.

Question: Of value to the Stockroom? To Accounting/ billing? To other CCB units?

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