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Administrative Procedures
System Administrator Procedures

INDEX
Receipts Billing Reports Work Orders

[Bullet] Receipts | Home | Top | Index |

    INTERIM RECEIPTS (twice weekly)

    • Get subscriber payments from PO Box.
    • Post payments to account journals.
    • Prepare bank deposit.
      • Deliver deposit to bank night depository.
      • File copy of deposit slip.
    • Reactivate paid accounts (if any) that were previously suspended.
      • Via e-mail, send ISP work order to reactivate suspended services (copy to Officers).
      • Post reactivation fees and monthly charges to account journals of reactivated accounts.
      • Update online and offline rosters.
    • Process new service applications (if any).
      • Via e-mail, send ISP work order for new services (copy to Officers).
      • Via postal mail, send login passwords and configuration information for new services to subscribers.
        • If new account, enclose payment coupons.
        • Log postage expense.
      • Update online and offline rosters and mailing lists.
    • Post expense claims to account journals.
      • Forward expense claims to President for approval.

[Bullet] Monthly Billing Cycle | Home | Top | Index |

    PAYMENT REMINDERS (mid-month) (optional)

    • Via e-mail, send reminder notice (REMINDER.TXT) to all accounts with insufficient balance to cover next month's subscribed services.
      • Attach copy of account journal.
    • Via e-mail, send reminder summary (yymmRSUM.TXT) to Officers, requesting timely forwarding of subscriber contacts.
    • Field subscriber questions and complaints.


    SUSPENSION WARNINGS (next to last business day) (optional)

    • Via e-mail, send final warning notice (WARNING.TXT) to all accounts still having insufficient balance to cover next month's subscribed services.
      • Include copy of previous payment reminder notice.
      • Attach copy of account journal.
    • Via e-mail, send warning summary (yymmWSUM.TXT) to Officers, requesting timely forwarding of subscriber contacts.


    SCHEDULED TERMINATIONS (last business day)

    • Via e-mail, send ISP work order (effective on 1st) for scheduled service terminations (copy to Officers).
    • Post scheduled terminations and resignations to account journals.
    • Issue refund checks.
    • Prepare termination mailings.
      • Enclose refund check.
      • Enclose copy of account journal.
      • Log postage expense.
    • Update online & offline rosters and mailing lists.


    FINAL RECEIPTS (DROP DEAD DAY) (first business day)

    • Get subscriber payments from PO Box (after 10:30am).
    • Post payments to account journals.
    • Prepare final bank deposit.
      • Deliver deposit to bank night depository.
      • File copy of deposit slip.


    SERVICE SUSPENSIONS (first business day)

    • Via e-mail, send ISP work order to suspend services for nonpayment or other reason (copy to Officers).
    • Via e-mail, send ISP work order to terminate accounts previously suspended (copy to Officers).
    • Post suspensions and terminations to account journals.
    • Via e-mail, send suspension summary (yymmSSUM.TXT) to Treasurer.
      • Attach copy of account journals for all suspended accounts.
    • Update online and offline rosters and mailing lists.


    MONTHLY PAYMENTS (first business day)

    • Calculate ISP payment (ISP-yymm.WK1) and issue payment check.
      • File copy of calculation.
    • Calculate bookkeeping payment (BKP-yymm.WK1) and issue payment check.
      • File copy of calculation.
    • Issue checks for President-approved invoices.
      • File copy of invoice.
    • Issue reimbursement checks for President-approved Member expenses.
      • File copy of expense claim (attach paper receipts).
    • Prepare disbursement mailings.
      • Include disbursement check.
      • Include copy of disbursement calculation.
      • Log postage expense.


    AUTHORIZATION (first business day)

    • Present checks and supporting documentation to Treasurer or President for signature.
      • Explain/defend all disbursements.
    • Deliver authorized disbursements via postal mail.

[Bullet] Reports | Home | Top | Index |

    MONTHLY REPORTS (second business day)

    • Upload public version of Membership Roster (ACCOUNTS.WK1).
    • Upload public version of Voting List (VOTING.WK1).
    • Upload monthly summary statistics (yymmMSUM.TXT).
    • Via e-mail, notify Officers regarding availability of uploaded report files.
      • Attach copy of monthly summary statistics (yymmMSUM.TXT).


    MONTHLY SERVICE CHARGES (second business day)

    • Post job credits to account journals.
    • Post monthly charges to account journals.
    • Deliver copy of GIAC financial records (Quicken file backups on diskette) to Treasurer.

[Bullet] Work Orders | Home | Top | Index |

    PROCEDURE OVERVIEW

    A work order is a GIAC form used to detail and document service transactions (changes to subscriber services) for processing by the System Administrator (or authorized alternate) and for permanent reference, particularly by the Audit Committee.

    • All work orders will be transmitted to mailboxes sysman@greenbelt.com and webman@greenbelt.com.
    • Currently, only work orders generated by the System Administrator (SysMan) or the Community Webmaster (WebMan) will be considered legitimate.
    • Notifications of work order completion will also be transmitted to mailboxes sysman@greenbelt.com and webman@greenbelt.com, if not so indicated initially.


    SERVICE TRANSACTIONS

    Each work order describes one or more service transactions. As appropriate, the following information should comprise each transaction (see examples below):

    Account transactions:


    • effective date of the change
    • GIAC account number
    • subscriber name / organization / address / phones
    • GIAC membership date (DOB)   [new accounts only]
    • service type / login name / password   [for each service]
    • component name   [for each component]
    • group name   [for each group]
    • explanatory information as needed

    Security group and mailing list transactions:

    • group name
    • group members

    Every work order should include:

    • the URL of this instruction page
    • the name and mailbox of the submittor


    TRANSACTION TYPES

      ADD   add a service, component, group, or group member
      DEL   delete a service, component, group, or group member
      MOD   modify a service or group
      SUS   suspend an active service
      ACT   activate a suspended service
      REN   rename a component
      TRN   transfer a component to a different account
      JOIN   join a group
      DISJ   disjoin a group


    SERVICE & COMPONENT TYPES & RELATIONSHIPS

      PPP  dial-up service
      POP  e-mail service
      MAILBOX   <mailbox>@greenbelt.com
      FORWARD   mailbox auto-forward
      GROUP   mailing list
      FTP  file transfer service
      WEBSITE   www.greenbelt.com/<website>
      REDIRECT   alternate website spelling
      DOMAIN   domain hosting
      GROUP   security group
      DIR   protected directory
      ACCESS   access profile
      GRP (or GROUP)   security group or mailing list
      MEMBER   group member


    TRANSACTION EXAMPLES

    Create a new full-service account:


      effective 06/01/99
      GIAC 00654 John Smith
      2-X Platypus Place
      Greenbelt, MD 20770
      301-555-1212 home
      301-555-9898 work
      GIAC DOB 05/28/99
      ADD PPP john <password>
      ADD POP john <password>
      ADD MAILBOX john [<features>]
      JOIN GROUP giac_users
      JOIN GROUP giac_members
      ADD FTP john <password>
      ADD WEBSITE john

    Delete a full-service account:


      effective 06/02/99
      GIAC 00654 John Smith   [ Forwarding e-mail & postal addresses? ]
      DEL PPP john
      DEL POP john
      DEL MAILBOX john   [ Temporary auto-forward? ]
      DISJ GROUP giac_users
      DISJ GROUP giac_members
      DEL FTP john
      DEL WEBSITE john
      REASON: Member resignation

    Add a mailbox to an existing account:


      effective 06/03/99
      GIAC 00654 John Smith
      ADD POP mary <password>
      ADD MAILBOX mary_smith

    Rename a mailbox:


      effective 06/04/99
      GIAC 00654 John Smith
      MOD POP john
      REN MAILBOX john john_smith

    Add an initial website to an existing account:


      effective 06/05/99
      GIAC 00654 John Smith
      ADD FTP john <password>
      ADD WEBSITE handyman
      ADD REDIRECT HandyMan

    Add an additional website to an existing account:


      effective 06/06/99
      GIAC 00654 John Smith
      MOD FTP john
      ADD WEBSITE handyman
      ADD REDIRECT HandyMan

    Transfer a website to a different account:


      effective 06/07/99
      GIAC 00654 John Smith
      MOD [or DEL] FTP john
      TRN WEBSITE handyman   [ Don't delete the directory! ]
      GIAC 00987 Bill Carpenter
      MOD [or ADD] FTP carpenter [<password>]
      ADD WEBSITE handyman
      REASON: Change of sponsor

    Protect a website directory:


      effective 06/08/99
      GIAC 00654 John Smith
      ADD DIR /<path>/<dir>
      ADD ACCESS <username> <password> [<description>]
      [ Password must be encrypted ]

    Create a security group:   [ Not applicable under Linux ]


      effective 07/01/99
      ADD GRP giac_pho
      FULL ACCESS /<root>/pho
      ADD MEMBER john,mary,carpenter

    Create a mailing list:


      effective 07/02/99
      ADD GRP giac_kids <owner mailbox> [<description>]
      ADD MEMBER swimteam@greenbelt.com
      ADD MEMBER cubscouts@greenbelt.com
      [ Member list may be attachment ]
      [ Negotiate list features with owner ]

    Add one or more members to a group:


      effective 07/03/99
      MOD GRP giac_nonprofits
      ADD MEMBER swimteam,cubscouts,photoclub
      [ Use full e-mail addresses if applicable ]
      [ Member list may be attachment ]

    Delete a member from multiple groups:


      effective 07/04/99
      MOD GRP giac_members,giac_users
      DEL MEMBER john

    Suspend an account (all services):


      effective 08/01/99
      GIAC 00777 Rick Overdraft
      SUS PPP rick
      SUS POP rick
      SUS FTP rick
      REASON: Nonpayment

    Reactivate an account (all services):


      effective 08/02/99
      GIAC 00777 Rick Overdraft
      ACT PPP rick
      ACT POP rick
      ACT FTP rick
      REASON: Payment received/previously suspended (# susp)


    RECORD-KEEPING

    Experience with ISP interface and subscriber account management has taught GIAC that every work order should be permanently stored by the System Administrator as a text file, available for printing, e-mailing and/or future reference.


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//www.greenbelt.com/giac/procs/aprocs.htm     Updated 9/27/05