Present: M. Cochran, J. Dost, B. Edinger (recorder), J. Fong, C. Hoffman,
B. Liu, M. McDonald, M. Rancer, D. Rez, E. Woods, F. Yasaki, F. Yip
1. Announcements
The FSM Café was mentioned as a "Winner" in the "Winners & Losers" column
of the February 9, 2000 edition of the Wall Street Journal / California.
II Review of XBS (Xerox) Installation Process
Mike, Jeanne, Tim, Paul and Beth met with Charles Jackson on February 2,
2000 to begin the review of the XBS installation process. (Marianne was
unable to attend.) Jeanne summarized the meeting. Before the end of the
month, the sub-committee will be contacting unit heads via email with a
list of the equipment the units were supposed to receive and will ask if
they have, indeed, received all the items listed and if all the equipment
is working. Charles will be supplying this list from Xerox to the
subcommittee. From the answers to these questions, a list of items yet to
be taken care of will be created and presented to Xerox for resolution.
Additionally, the initial email will inform the unit heads that we will be
creating documentation to help establish procedures for the next time this
type of installation will have to be done, and that we will soon be
soliciting their insights and ideas in person during visits in March.
Mike suggested an additional question to ask the unit heads would be
whether or not training was scheduled and received, and whether additional
training was felt to be needed. A number of ASC members pointed out that
when the campus server crashed this past week affecting printing
capabilities, units were neither contacted by Xerox with information, nor
was there a central number for units to call for information. It was also
suggested that the Xerox site manager could send an email out to all units
and/or public service personnel who would be dealing with patron questions.
Marianne also brought up that a Xerox technician had asked for the service
log on a machine, and that her unit did not know what this was. All
machines should have a service log attached to the machine to track
problems. A second type, a repair log, was drafted by Charles Jackson and
tested by the public services staff in some units to solicit feedback
before finalizing the form. This repair log is to be used to keep track of
all copier repair calls and repair times. Charles Jackson will arrange for
distribution of repair logs to all units.
Mike reviewed the short history of the Xerox contract; how the company had
taken over the CDT contract and fired many of the technicians familiar with
the campus and equipment. He will be meeting with the newest Xerox
executive in charge of the contract and discussing the unpreparedness of
Xerox to deal with the equipment that was in place when they took over the
contract and installing their own equipment, and present our expectations
for the on site manager.
III. Facility& Space Planning Issues
A. Staffing and Prioritization of Projects
Fred reviewed the current workload, projects and staffing in his office.
A handout was passed around, graphically representing the number of hours
to which he, Dana and the as-yet-unhired Planner are committed for current
projects, the actual number of hours available this fiscal year and the
actual number of hours available through the calendar year. He reminded us
that Space Planning is currently Fred and Dana; recruiting is ongoing for
two open positions, at least one of which could be difficult to fill
because the University salary ranges for architects are below those offered
by private employers.
Mike also asked the ASC what would be a good way to communicate to the rest
of the library the difficult position of Fred and his staff. They are not
only dealing with library personnel who believe their problem to be the
most important, but also with being yelled and and threatened by library
staff frustrated by delays.
ASC discussed how to communicate the balance of needs through an Early
Bird, or through Roundtable. The consensus of the group seemed to be that
meetings with the AULs, so that they could communicate to their library
units, might be the best way to explain Space Planning's scope of
responsibilities and predicament. Space Planning is responsible for the
Doe-Moffit Complex, but local building managers are responsible for all the
other libraries. It was agreed that Space Planning should not have to deal
with individual maintenance problems outside Doe-Moffit, but that these
requests should probably be handled through the AULs and come through those
offices. Fred and Cabinet are looking at the responsibilities for possible
redistribution of the administrative duties. Fred also presented a
possible plan to allow any projects under a certain disbursement level to
be handled by library units. Cris mentioned that a source of frustration
was the feeling that there are a lot of little projects which impact
people's daily life which have been building up and way to defuse some of
the frustration would be to reassure those affected that projects had not
been forgotten but were still in the queue. It was suggested Fred might
re-instate the practice of a monthly list of projects
completed/progressing/begun, and perhaps distribute it through allusers or
CU News.
Last year, when facilities projects went to Cabinet, every project
requested was approved. Twenty-six new projects were accepted this year,
including some large, such as the staff lounge and the Circulation area in
Moffit. It was clear from Fred's report and the graph that the hours of
staff time committed are already several times over the projects approved -
that is, projects for this year will keep staff occupied through next year.
Projects are in the process of being ranked for completion, with those
involving life, health and safety issues given highest priority. Fred read
the working list of other elements to be considered. Mike asked the ASC if
there were other sorts of things to be added to this ranking list. After
the rankings are approved by Cabinet, then meetings will be set up with the
various units to inform them of how the list was created and where projects
fall.
IV. Business Issues
A. Planning for New Campus Ledger and Chart of Accounts
The meeting for Task Force and unit heads who have identified systems
affected (approximately 25 people) to discuss implementation plans and
questions will take place on the 23rd.
The new chart of accounts will include additional fields meant to be more
useful, for example a project field which will allow all costs related to a
specific project to be tracked. Also available will be a departmental
"flex field" which will be user defined. The campus is asking whether any
flex fields need to be identified now to that they can go into the chart of
accounts. The consensus of the ASC was that no flex fields should be
identified now, rather we should wait until the new accounting is up and
running before introducing new fields.
B. Report Back on Process for Purchasing Office Supplies
There is a meeting next week with the campus to discuss the possible
cooperative agreement for the rental by th campus Purchasing Office of
supply room space (to replace Mainly Stationary from the Library.
Specifically, the meeting will consider where to put such a supply room.
The location must be appropriate for public use, that is, able to handle
the traffic of units coming in with hand-trucks to pick up supplies.
5. Human Resources Issues
Janice updated ASC on the issue of SSNs on time cards, and whether any
means exists to secure this information. The three options available are
finding a more secure place for the cards, covering the present cards or
changing the cards. Elise pointed out that there is a campus policy that
SSNs should not appear on time cards. Therefore, it appears that the cards
must be changed, and an interim solution must be found until the change
takes place. Suggestions regarding alternative sites for the cards or
possibly adding the SSN later to the card were discussed without resolution
because of the difficulties or increased workload involved. Janice will
bring a proposal back to ASC.
Janice handed out the recruitment status report, and noted the high number
of academic jobs for which the campus is recruiting. Staff recruiting is
also heavier than normal.
She made sure the ASC was aware of the memo that went out from Carol
Christ's office regarding campus departments being subject to Cal/OSHA
Fines. Discussion about what OSHA's concerns would be, and who is liable,
occurred. Generally, problems should be referred to the proper campus
office and the Safety Committee. Resolution of problems referred remains
with the campus.
Lastly, Janice reminded us that the clericals and the librarians are both
in contract negotiations.
6. Next Meeting
The next meeting will be March 8, 2000.