Administrative Procedures
System Administrator Procedures

INDEX

Receipts

Billing

Reports

Work Orders

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. 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. 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. 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.