The move will happen in phases and you will be notified ofthe date ofyour move.

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1 This dcument is made available electrnically by the Minnesta Legislative Reference Library as part f an nging digital archiving prject. JO ANNE M. ZOFF Secretary f the Senate (Administrative) State f Minnesta TO: All Senatrs and Staff FROM: J Anne M. Zff, Secretary fthe Senate (Administrative) 651/ Sven Lindquist, Sergeant-at-Arms 651/ DATE: Nvember 29, 2010 RE: Transitin Issues The physical mving fffices will begin Mnday, Nvember 29, cntinuing thrughwednesday, December 15. T assist staffin planning fr the mves, the fllwing guidelines are prvided regarding preparatin fr the mve and what is expected n the day fyur mve. Ifyu have any questins, feel free t cntact the Sergeant-at-Arms ffice at Schedule Members' ffices and staffwill begin mving Mnday, Nvember 29. Mves will be staged in grups ver the fllwing tw weeks, and each ffice's mve date will be cmmunicated by Nvember 24. When yu receive ntice fyur scheduled mve date, please cnfirm receipt with the Sergeant-at-Arms ffice. All items t be mved, in accrdance with the mve prcedures utlined belw, must be ready t g n the date scheduled. The Senate will be utilizing a cntract mver, wh will be paid n an hurly basis. It is therefre imperativethatstaffbepreparedt mve nschedule. Staffmustbe available t assist n the day ftheir mve. Mving Prcedures The mve will happen in phases and yu will be ntified fthe date fyur mve. Yu will be respnsible fr packing and labeling the cartns fr the mve. Bxes and clred labels are available in the Senate Supply ffice in B-43. Please have all materials packed and ready fr the mvers t help reduce the cst. 75 Rev. Dr. Martin Luther King, Jr. Blvd., Rm G-17, St. Paul, MN Phne (651) janne.zff@senate.mn 0 Fax: (651)

2 Yu will be respnsible fr mving persnal articles such as fragile items, taxidermy, artwrk, and any ther valuables. Yu must cmpletely unpack all lateral file cabinets and place cntents in bxes, but yu can keep vetiical file cabinets full during the mve. All electrnics/pc equipment will be re-cnnected by Senate IT staff. Labels and bags will be distributed n Tuesday, Nvember 23. Place the clred label with yur name and destinatin lcatin n the side feach bx and n each piece ffurniture t be mved... Empty and pack all desks, end tables, and bkcases, Senatrs' credenzas must be cmpletely empty. Senatrs' desks that are t be mved DO NOT need t have the drawers emptied, as the drawers will be remved with the cntents in them in rder t mve the desks. Glass tps need a separate destinatin label. Remve all shelves frm bkcases and place any shelfbrackets in a bag and pack them alng with yur desk items. N mdular (steel case) furniture is scheduled t be mved. Ifany cabinets r drawers can be lcked, please d s during the mve; keep the keys with yu. Diagram where yu wuld like yur furniture placed at the new lcatin and have the diagram available t the mving crew at the time fmve. Office staffmust be n-site t assist with the mve and placement ffurniture in the new ffice space. Pst Mve Schedule and Prcedure Please plan t fllw yur ffice furniture and bxes thrugh the tunnel t yur new lcatin. Senate staff and the cntract mvers will then immediately assist yu in an initial placement fyur furniture and bxes. It is imperative that a flr plan is develped as t where in the new lcatin items are t be placed. Fllwing yur initial mve, the Senate Sergeant-at-Arms ffice staffwill be available t assist yu in "tweaking and adjusting" initial furniture placement. During the last tw weeks fdecember, Sergeant-at-Arms staffwill be available t hang plaques, prints, phts, etc. Please frmulate a plan as t where yu will want these items hung. Pst-it 2

3 ntes wrk very well, placed n the wall t identify the lcatin and item yu wish t have hung in a given spt. Limited painting will take place in Senate ffices in the State Office Building. N painting will ccur in State Capitl ffices, as mst walls are cvered with a vinyl wallcvering. The Sergeant-at-Arms ffice will deal with damage t ffice walls n a case-by-case basis, but excessive nail hles in Capitl ffices will nt be able t be "fixed," nly cvered with additinal art r phts. Cmputers and Phnes Telephnes Telephnes and telephne numbers will mve with each user and details fr line appearances will be updated shrtly after the mve... Phnes must be placed in large ziplck bags, tgether with cmputer peripherals, and labeled with destinatin. Phne cables shuld be left in their current lcatin. PC Wrkstatins All laptps and dcking statins will mve with the user with the exceptin fthe Cmmittee LAs. Laptps used by Cmmittee LAs will remain with the cmmittee. New wrkstatins will be prvided fr frmer Cmmittee LAs. Desktp cmputer, keybard, muse, and screen will mve with each user. Keybard and muse will be placed, tgether with phnes, in a ziplck bag which will be prvided by the Senate. Bags must be labeled with destinatin lcatin. Mst desktp users will be receiving new replacement wrkstatins that will include the latest XP image. This will ccur as early in December as time allws. Printers and cpiers will remain in their current lcatins. Users and cmputer wrkstatins will be reassigned t printers lcated in their new area. It wuld be advisable t d a test printing upn arrival at yur new lcatin t ensure that dcuments are being printed at yur new printer and nt at yur ld lcatin. SIS staffwill be available t discnnect and recnnect phne and cmputer equipment as needed. Fr departing staff, please review the attached SIS User Separatin Prcedure fr questins regarding saving r deleting persnal files and transferring files t anther user. Statutes, Sessin Laws, Jurnals, and Blue Bks The new (2010) Statutes are expected t anive the week fdecember 6, and will be delivered t yur new ffice space. Ifyu want the 2008 Statutes t be mved t yur new ffice befre the 2010 set is delivered, yu shuld pack them. Any sessin laws r 3

4 jurnals yu want in yur new ffice shuld be packed, Fr any bks yu dn't want, leave them in yur ld ffice. Ifyu have Blue Bks (Legislative Manuals) yu dn't want, yu can bx them and bring them t the Senate Supply Rm cunter. Separatin Generally, separating staffwill remain n the payrll thrugh January 3, All keys and ID keycard access badges must be returned t the Sergeant-at-Arms ffice by that date. Final payrll checks will nt be issued until all Senate prperty has been returned. Netwrk access fr separating staffwill be deactivated n the final day femplyment. If users wuld like t prvide an aut-reply message and frwarding address fr their , they shuldcntact SIS n laterthandecember27. Please see the attached SIS Emplyee Exit Prcedure t deal with s and data lcated n the Senate's netwrk r lcal wrkstatin drives. Transitin Space Transitin ffices are being prepared fr staffwh are nt mving t the State Office Building. These ffices will prvide furniture fr several staff, cmputer wrkstatins, and at least ne phne. Telephne numbers can be frwarded t these phne sets. Transitin ffices will be identified by Nvember 23 and available by December 1. Pririty fr assignments will be given t staffwh will nt be mved t the State Office Building, as sn as their CU11'ent ffices are cmpletely packed and ready t mve Sessin Parking It is anticipated that the 2011 Senate parking cards will be mailed and distributed during the last week fdecember. December 31, 2010, will be the last day that current Senate parking assignments will be hnred. As f Saturday, January 1,2011, all new parking assignments fr Senate members and staffwill be in effect. Please park nly in yur 2011 assigned stalls as t avid any dmin effect with unauthrized parking. Ifthe need shuld arise fr separated Senate members r stafft park n Mnday, January 3,2011, please call the Senate Sergeant-at-Arms ffice t make arrangements. Please cntact the Senate Sergeant-at-Arms ffice at fr further clarificatin fthese directins r t have any questins yu may have answered. JMZ:dv Enclsure 4

5 SIS Emplyee Exit Prcedure User: Delete any persnal data r files frm yur lcal and/r netwrk drives. (Be sure yu empty the Recycle Bin when cmpleted) Transfer remaining user/member data that is t be saved t the apprpriate user flders.* Verify that any data remaining n lcal and/r netwrk drive can be deleted by SIS Administratr. Un-subscribe frm aillistservs t which yu are currently subscribed. Ntify the Administratr f distributins lists that are t be saved and transfer them where apprpriate.* Frward any that needs t saved t the apprpriate user. Delete any remaining messages. Ntify the SIS Administratr f the persn wh is t be assigned t cntinue maintaining a member's schedule. Ntify yur supervisr f yur actins. SIS Administratr: Disable user lgin. Assist with transferring file if needed. Re-image wrkstatin Create new user prfile and netwrk directries *818 staffwill be available t assist with these tasks 5

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