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 (from 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) and
faculty (including visiting profs and emeritus)
graduate students

Fields needed for each research and staff / faculty group

	Group	First name	Last name	NetID	Position	Campus address	NOTES:
Staff	PI	FirstName	LastName	NetID	title	CampusAddress
Grads	Chair	First	Last	email*	Fill in with: Grad		Don't include grads in DB who aren't here. Eg: "withdraw"
Faculty

* When and if Grad DB gets their NetID field 100% populated, pull that one instead of their "email" data.

Required

Name- First
Name- Last
Cornell NetID
Group affiliation

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?