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.

PDF with all funded staff in CCB, sorted by Group.

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).

Documentation and reminders

Reality-check on numbers: 350-360 people, depending on time of year

2013	Aug	Sept	Oct	Notes
Staff	143	146	148 (=26 staff and 122 research staff)	Staff include Admin, HR, Finance, IT, Instruction, Teaching, Labs, Research staff include PostDocs and Visiting Scientists.
Grad	179	165	162
Faculty	38	38	38
Totals:	360	349	348

For Kevin

Include only "Current" from the Grad student list.
- Don't include "withdraw", for example. (And "Former" Grads already not being included, apparently.)

To do's

Sharon de Roos

Is listed, but not "in" CCB?

Paul Mutolo <pfm2> EMC2

Supported by ChemIT, and not in Sharon's list

Earl Peters <ep11>

Dan Lorey <dl24>

Tom Ruttledge <tr45>

Soon? Cynthia Kinsland, in new role <clk10>

Supported by ChemIT, and not "in" CCB?

Jane Walcott <jtw8> Student Academic Services

(along with Steve Johnson)

Graham Kerslick <gsk2> EMC2

Suzanne Koehl <sea2> EMC2

Not supported by CCB, and not listed (in Sharon's hand-made directory):

Jason Russell <jwr96>

Pat Hine

To Grad DB: Add a "title" or "Position" field. And have it auto-filled with the word "Grad".
In Grad DB: Populate NetID field.
- "NetID" field exists but is currently empty or not comprehensively filled. Fill it with the NetID for each grad. Q: Business need for PatH, if any?
- Note: Still will need a fully qualified email field since Outlook won't always resolve a NetID automatically. Currently that email field is auto-generated from the NetID field in Oliver's "master" people spreadsheet, so we just need a NetID.

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?