ChemIT's "Monitoring schedule". By month, reminders regarding ChemIT actions not to forget.
Monthly review and/ or do
| Task | Notes |
|---|---|
Review reminders for the specific month.
| See below section, "Annual actions or reminders, by month". |
| Invoicing to department groups, including faculty. | ChemIT's billing to faculty |
| Remedy ticket counts | Remedy snapshot of current tickets |
| Review ticket-related reminders | See 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.
| 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.
| CompTIA certification, training, and related |
Reflect: Track accomplishments, for both group and individually. | 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
| Month | Task | Notes |
|---|---|---|
| July | Add any new research group to ChemIT's billing. | Fiscal year begins. |
| August | (n/a) | Fall semester begins. |
| August | Renew Dreamspark, when due every 3 years | Expires on 8/31/2016 (as of 12/2014) |
| September | Update 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 |
| October | Change 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.
| |
| Mid-Feb | Faculty 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. | |
| March | Clusters and other HPC computers: Verify accounts on cluster and other HPC computers. | Ensure folks need access accounts on each system. |
| March, end of | Complete staff performance dialogue (review) process. | Staff performance dialogues process |
| Late March or early April | Summer student employee recruitment | Student hiring |
| May/ June | Start review of almost all license renewal counts and reminders.
Specify licenses and expiration dates. Ex: MATLAB, Mathematica, LabView. ChemDraw expires each July:
| 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!)
Hardware lifecycle reviews: (how orchestrate, if not done ad hoc?)
| |
| June | Intel 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
| Month | Service or ticket information | Who |
|---|---|---|
| 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 2015 | Student 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 |