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PHAS Technical Services Wiki

Admin

PHAS Intranet

The PHAS Intranet is the Physics and Astronomy Department internal website where a wide range of information can be found. The information relevant to the technical services is located under "Forms". Depending on your access level, different options will be shown under "Dept. Administration":

Intranet Forms Webpage.
  • Account Database: Provides information on the different accounts that are part of the automated payment system.
  • Monthly Billing Report:
  • Shop Charges: Database of technical services customer charges.
  • Stores Charges: Database of PHAS stores customer charges.
  • Shops Database: Web tools for Work Order creation, editing, and tracking of charges.
  • Stores Administration:
  • Staff Timesheets: Online timesheet of all Technical Services staff where sick and vacation days are tracked.
  • Student Machine Shop Course Registration: Student Machine Shop Course webpage access.

Network Drives

Both the mechanical shop and the electronics lab have their own dedicated network drive to store relevant information about their services. Contact sysadmin to get the drives properly setup onto your computer.

Timesheet

For the technical services staff, two different timesheets are used to keep track of hours:

  • Online Timesheet: Accessible through the PHAS Intranet web page, the online timesheet (direct link) is used to track vacation and sick leave hours. It is the responsibility of each group's manager to keep track of the hours of the employees under its supervision.
  • Personal Timesheet: Located on network drive, the personal timesheet keeps track of working hours for billing purposes.

Accounting

At the end of each billing period (15th of every months), each services must consolidate all charges (labour, stock, expenses) to the customers. All P-Card owners must do a reconciliation of their transactions before the 25th of each month and import the charges to the shop database. The instructions for those two steps are given in item 1 and 2. Once all P-Card owners have completed item 2, the Technical Services Director proceeds with item 3, 4, and 5.

  1. P-Card Expenses
  2. Import Expenses
  3. Import Hours
  4. Tooling Fee
  5. Release Data

Account Registration

To add a new speedchart to our automatic payment system, the customer must provide an open Journal Voucher with the following information:

  • In Description of Transaction, write “Standing Orders for the Physics and Astronomy shops and stores for years YYYY-YYY(Y+1)”.
  • In the Journal Entry Lines, write down the speedchart, the account, the fund, the dept ID, and the project/Grant.
  • Fill the other information if needed and have the account manager sign the Authorization.

The JV must then be brought to Amy Purenza in finance.

PHAS 3D Printing Services

The PHAS Technical Services also provides a 3D printing services.

PHAS Stores

PHAS Shops Billing - Useful Info

2014 PHAS Stores Stock Take

PHAS Main Machine Shop

Raw material stocked
Old Hermle NC Mill, "green machine"
New Hermle NC Mill


PHAS Student Machine Shop

The SMS facility provides a wide selection of tools and machine tools to its users. To gain access, the users must pass a 40 hours introduction course that focuses on safety and machine tools operation. The SMS facility is opened to everyone, but priority is given to the students, staff, and faculty of the department. All information related to the administration of the SMS Course can be found in:

The course is always evolving and information on the website must reflect those changes. All information on how to edit the website is given in:

How to Wiki

General Guidelines

What the wiki is:

  • a place to capture useful information & know how, and make it easier to find again and keep up-to-date
  • a collaborative space, where anyone within Technical Services can add or modify content

What this wiki is not:

  • a place to store sensitive information e.g. passwords for online accounts, credit card details
  • a competitor to Google Search. Information that is readily available and easy to find on the web it does not need to be repeated here, at most add a link

Getting started

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