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ChemIT's "Monitoring schedule". By month, reminders regarding ChemIT actions not to forget.

Monthly review and/ or do

TaskNotes

Review reminders for the specific month.

  • And complete any left over from previous month(s).

See below section, "Annual actions or reminders, by month".

Invoicing to department groups, including faculty.ChemIT's billing to faculty
Remedy ticket countsRemedy snapshot of current tickets
Review ticket-related remindersSee below section, "Ticket-related reminders with future dates/ triggers".

Look over every ticket a month old and older and ensure there is a pertinent "next step" written in the Work Detail tab.

  • Ask client for status report if awaiting their action, as appropriate.

For more complete instructions and motivations, see section "Review & Additional follow up" at Remedy.

Review at the Thursday Group meeting, first one of the month. (Started 4/9/15.)

Review loaned items.See paper record, on ChemIT's bulletin board.

ChemIT newsletter

OR: Specify months, if not monthly

ChemIT newsletter
Stockroom: Verify backups are happening

\\files.cornell.edu\as\chm\DEPT\Dept\Stockroom\QBBackup

Files generated by QuickBooks, on exit. Check for recent date-stamps.

Quarterly (which months?): Review training and certification progress, accomplishments, and intentions.

  • Refresh plan, as appropriate.
CompTIA certification, training, and related

Reflect: Track accomplishments, for both group and individually.

Accomplishments tracking

Challenge, Action, Result.

http://www.prepary.com/tracking-your-accomplishments/

Example: April 2015: Ticket cleaned up such that count went to 48 (or whatever) from a high of 150 (or whatever). Resulted in (elaborate on positive effect on service and us).

 

Grow: Track individual goals, progress, and next steps.

Use form within each person's Performance Dialogue goals section. Do at least quarterly?

Annual actions or reminders, by month

MonthTaskNotes
JulyAdd any new research group to ChemIT's billing.

Fiscal year begins.

CCB's Incoming Faculty procedures and reminders

August(n/a)Fall semester begins.
AugustRenew Dreamspark, when due every 3 yearsExpires on 8/31/2016 (as of 12/2014)
SeptemberUpdate Dreamspark CCB user list, to expire 10/15 (8:00AM) of each year (our choice).

Include Faculty, Students (grads only), and Staff (PDA's, but not most CCB staff)

September

Review which email lists we are on. Clarify any designated responsibilities to each other, if any.

What are expectations regarding whose reading what?

Our lists are parked in a MS Excel file, "ChemIT staff and email lists", located on ChemIT's file server:

R:\Chem IT\IT Support

http://www.it.cornell.edu/services/elist/howto/user/whichlists.cfm

OctoberChange batteries in 248 Baker door lock (C batteries)Schedule per Dave and Larry, 10/2015.
November

ACL exceptions review

ID Finder (if not this month, when?)

ACL: Martin (Hoffmann, Sol), done 6/14 and 11/14.
Feb

Annual staff performance dialogue (review) process begins.

  • For February YR1 - January YR2
 
Mid-FebFaculty hires. Determine if any, and investigate so as to prepare for their arrival, as appropriate. 

Spring. Specify months

(per cluster, if more than one month total)

Cluster and other HPC computers: Planning, learn of anticipated changes. 
MarchClusters and other HPC computers: Verify accounts on cluster and other HPC computers.Ensure folks need access accounts on each system.
March 2016Cluster updates, every ~3 months.Lulu and others doing them Nov/ Dec 2015.
MarchIf needed, buy more plastic wired twist-tie dispensers, at Agway (garden supply)By October, this garden supply item is no longer available. Cheaper than via Amazon.
March, end ofComplete staff performance dialogue (review) process.Staff performance dialogues process
Late March or early AprilSummer student employee recruitmentStudent hiring
May/ June

Start review of almost all license renewal counts and reminders.

  • Coordinate with CIT's announcements? Get from them cost estimates and share with CCB.

Specify licenses and expiration dates. Ex: MATLAB, Mathematica, LabView.

ChemDraw expires each July:

  • Expect info from Library by late April. Data-point: They got info from vendor around mid-April in 2015.

Process idea: Use web form; compile info centrally.

 

http://it.chem.cornell.edu/chemdraw/

Non-issue, due to site-licensing:  Most MS (ex Office), most Adobe (Acrobat), AutoDesk

May, into the summer

Inventory check-up (do every other year? Last started Summer 2014, and took ~9 mos!)

  • For billing true-up
  • For h/w lifecycles

Hardware lifecycle reviews: (how orchestrate, if not done ad hoc?)

  • Dept (CCB, Physics)
  • Research groups?
 
JuneIntel software renewal

4/22/15. from MH: We are under software maintenance for the Intel compiler 2-seat floating license we have until August 17, 2015. Before that date, we need to purchase the renewal ( SKU PCE999LFAM02ZZZ ) for approximately $1000 split costing between Scheraga, Hoffmann, and Ananth. Probably purchase from CDWG.

Ticket-related reminders with future dates/ triggers

MonthService or ticket informationWho
May, middle

PhysIT Instruction: Testing center refresh.

Was: Incident Number INC000001186777

"We aim to do this refresh after this semester, during the early summer. Thus, we can touch base mid-May to coordinate starting into this project."

OH
May, end

Physics Instruction: Migrating Phil's email client from Thunderbird.

Was: Incident Number INC000001054054

Changing my e-mail client is best done after the semester ends, and all work for the semester is completed. This will probably take us to the last week in May or beyond.  No specific plans for that time yet.  Your preference?

 MH
Summer 2015Student Services: Scanner computer upgrade. Consider upgrading hardware and image. From MS Office 2010 and old Acrobat (full).OH or MH?

September 1st (Wed)

 

PhysIT Admin: Laptop for Kacey, for annual Admissions work and more.

Was: Incident Number INC000001280665

"We'll plan on looking at getting a replacement laptop starting in September."

Kacey, MH, OH
   

Keywords: Scheduling, schedules

 

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