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Administrative Procedures
System Administrator Procedures

INDEX
Receivables Payables Reports Files

[Bullet] Receivables | Home | Top | Index |

    SERVICE APPLICATIONS (New or updated service)

    1. Preview application and payment

      • Receive application and payment from PO Box or other source
      • Check application and payment for special instructions and discrepancies
      • Notify applicant about discrepancies
      • Suspend processing until discrepancies resolved

    2. Accept application and payment

      • Record GIAC account number on application form
      • Record payment on application form
      • Endorse check FOR DEPOSIT ONLY TO [account #]
      • Prepare bank deposit
      • Prepare deposit advice for Treasurer

    3. Prepare ISP Service Application

      • Generate Member passwords
      • Submit ISP Service Application via fax

    4. Update Member journal

      • Credit payment as of postmark date
      • Allocate payment to categories
      • Copy Member journal for Treasurer

    5. Update payment summary (System Administrator's Status Report)

    6. Update Secretary records

      • Update membership roster
      • Update membership voting list
      • Update membership mailing list
      • Remove same name from Friends mailing list
      • Update membership notification list
      • Remove same name from Friends notification list

    7. Update System Administrator records

      • Update website security summary
      • Update Community Directory

    8. Prepare Member welcome package

      • Address and stamp 9x4 envelope
      • Prepare Member password advice
      • Prepare payment coupon booklet
      • Record postage in expense journal

    9. Prepare software diskettes

      • Label diskettes
      • Copy diskettes
      • Prepare diskette package

    10. Distribute outgoing items

      • Transmit deposit advice and Member journal to Treasurer via fax
      • Deliver deposit to bank night depository
      • Mail welcome package to Member at account address
      • Deliver software diskettes to Member (via hand delivery, if possible)

    11. Verify ISP security update

      • Receive ISP Service Application acknowledgment via fax
      • Verify each Member password
      • Notify ISP about security discrepancies


    PAYMENTS ON ACCOUNT (Existing service)

    1. Preview coupon and payment

      • Receive coupon and payment from PO Box or other source
      • Check coupon and payment for special instructions and discrepancies
      • Notify Member about discrepancies / Send journal copy if requested
      • Continue processing

    2. Accept application and payment

      • Endorse check FOR DEPOSIT ONLY TO [account #]
      • Prepare bank deposit
      • Prepare deposit advice for Treasurer

    3. Update Member journal

      • Credit payment as of postmark date
      • Allocate payment to categories
      • Copy Member journal for Treasurer

    4. Update payment summary (System Administrator's Status Report)

    5. Distribute outgoing items

      • Transmit deposit advice and Member journal to Treasurer via fax
      • Deliver deposit to bank night depository

    6. Maintain open item until discrepancies resolved

[Bullet] Payables | Home | Top | Index |

    INTERNET SERVICES (last day of month)

    Monthly payments to the Internet Service Provider will be based on:

    • GIAC and Member account status at the end of each service month
    • Satisfactory service availability during the service month

    ----------------

    1. Prepare check request

      • Payable to:  Chesapeake
      • Date of check:  Last day of month
      • Payment applies to:  Following service month
      • Domain name service:  $10.00
      • Web hosting service:  $10.00 each 10mb webspace
      • Member service:  $10.00 each connection account
      • Member service:  $2.00 each secondary mailbox started after 7/1/97

    2. Transmit check request to Treasurer via fax or e-mail

    3. Receive payment check from Treasurer via hand pickup

    4. Mail payment (with letter of explanation, if applicable) to:
                 
                 
                 
                 


    OTHER ADMINISTRATIVE EXPENSES (on demand)

    1. Receive invoices and statements from PO Box or other source

    2. Convey invoices and statements to Treasurer via hand delivery


    MEMBER FEE REIMBURSEMENTS (on demand)

    1. Receive notice of resignation from Member or other source

    2. Terminate Member service on applicable date

    3. Prepare resignation advice (including information about any amounts owed by Member to GIAC)

    4. Transmit resignation advice to President via e-mail

    5. Transmit resignation advice to Treasurer via e-mail


    EXPENSE REIMBURSEMENTS

    System Administrator's Expenses (last day of month)

    1. Prepare check request

      • Routine operational postage expense
      • Routine distribution of Internet software to Members @ $1.00/diskette
      • Other pre-approved expenses

    2. Transmit check request to Treasurer via fax or e-mail

    3. Receive payment check from Treasurer via hand delivery

    Other Member's Expenses (on demand)

    1. Receive request from Treasurer via e-mail for information about any amounts owed by Member to GIAC

    2. Transmit information to Treasurer via fax or e-mail about amounts owed by Member to GIAC

[Bullet] Reports | Home | Top | Index |

    SYSTEM ADMINISTRATOR'S STATUS REPORTS (5)

    Prepare printed copies (3-hole punched, if possible) of the following reports for distribution to each Officer at the scheduled monthly meeting.

    1. ACCOUNT SUMMARY (as of last day of month)

      Report summary statistics for GIAC Members, services, accounts, payment status and disk utilization.

    2. MEMBERSHIP ROSTER (as of last day of month)

      Report data (each Member):

      • GIAC account number
      • Mailbox name
      • Website name
      • Member name
      • Organization name
      • Postal address
      • Home phone
      • Work phone

    3. MEMBERSHIP VOTING LIST (as of last day of month)

      Report data (each Member):

      • GIAC account number
      • Membership (CO-OP) date
      • Member name
      • Organization name
      • Postal address
      • Voting status

    4. PAYMENT SUMMARY (as of last day of month)

      Report data (each Member service):

      • GIAC account number
      • Account name (user)
      • Mailbox name
      • Website name
      • Payment status

    5. WEBSPACE CONSUMPTION (high-water-mark during month)

      Report data (each website Member):

      • GIAC account number
      • Account name (user)
      • Website name(s)
      • Total Member webspace
      • Calculation of billable amount

[Bullet] Files | Home | Top | Index |

    PAPER FILES

    Maintain the following permanent files for reference by present and future GIAC Officers:

    • Member Applications
    • Member Journals
    • Rosters & Registers
    • Account Security
    • ISP Information
    • Any other files required by the System Administrator


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